Executive Assistant (Correspondence Specialist)
Who We Are:
ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.
Position Description:
The Africa Bureau (AFR) is the largest of five regional bureaus in USAID and is responsible for one of the Agency's largest portfolios. Sub-Saharan Africa (SSA) has made strides in development indicators in the past 30 years, including reducing poverty and improving health outcomes.The Joint (USAID-State) Regional Strategy 2022-2026 states, "The United States strives to strengthen our partnerships across Africa in ways that serve U.S. interests, African interests, and the interests of people worldwide by promoting sustainable prosperity, democracy, and security toward a more peaceful and mutually beneficial future for the people of Sub-Saharan Africa.
AFR's field and Washington units are staffed by approximately 3,000 employees (209 in AFR/Washington; 2,832 in AFR/Overseas). The bureau is headed by the Assistant Administrator (AA), whose senior leadership team includes four Deputy Assistant Administrators (DAA), one Chief of Staff, and one Senior Coordinator.
AFR Washington comprises eight offices: four geographic offices (East African Affairs, Southern African Affairs, West African Affairs, and Sudan/South Sudan Programs), the Office of Development Planning, the Office of Sustainable Development, Office of the Administrative Management Services and the Office of the Assistant Administrator.
AFR overseas comprises 30 bilateral missions or offices (plus the African Union operating unit), and four regional platforms plus four regional programs.
The Office of the Assistant Administrator of the Africa Bureau (AFR/AA) directs and supervises activities of the eight offices within AFR, its overseas missions and regional platforms, and programs. The office ensures effective use of the USAID-managed portion of over $7.1 billion annually in total USG budgetary resources.The Office of Development Planning advises and assists AFR and missions on all aspects of USAID policy, budget, planning, and programming in Africa. It provides leadership in defining the overall policy and program framework for missions, regional platforms, and programs; ensures effective use of the USAID managed resources; and assesses and monitors Bureau portfolio performance.
AFR/AA seeks an Executive Assistant (Correspondence Specialist) to provide support on a wide range of issues related to policy development; program planning, development and evaluation; and administrative requirements. As a critical member of the office, the Executive Assistant, reporting to the AA or her/his designee, will perform a wide range of services which may include some or all of the following duties, as well as other duties which may be unique to the projects to which the executive assistant is assigned.
Location: Washington D.C.Work Schedule: Full-time, On-site (5 days/week); scheduled telework is available
Starting Salary Range: $75,000 - $95,000 a year with the starting salary determined based on candidate’s knowledge, skills, experience, and education.
Clearance: Ability to obtain a Secret-level clearance (US citizenship required)
Responsibilities:
The Executive Assistant will directly support the Africa Bureau Assistant Administrator, Senior Deputy Assistant Administrator (SDAA) and other DAAs, as well as the AFR Chief of Staff. Tasks and responsibilities include:
- Office Lead for Tasking/Assigning appropriate offices within AFR to draft executive correspondence on behalf of the Office of the Administrator and Executive Secretariat, as well as AFR internal taskers.
- Reads incoming correspondence, publications, regulations, and directives that may affect the organization. Determines the ones that can be acted upon personally and takes necessary action. Obtains clarification of instructions from originating offices or appropriate focal points on own initiative. Brings significant items in reports, files and correspondence to the supervisor’s attention.
- Briefs the Assistant Administrator and SDAA on executive correspondence requiring their action.
- Establishes control records on incoming correspondence and action documents, following up on work in-progress to ensure timely action.
- Receives requests from other offices within the agency for information concerning programs under the supervisor’s control. Assembles requested information from available background data, or follows up to see that subordinates submit the required answers within the specified time.
- Prepares administrative reports and composes correspondence on own initiative, based on knowledge of the supervisor’s views and desires.
- Reviews documents requiring coordination by the supervisor for conformance with regulations, grammar, format, and special policies of the organization. Verifies that content has been coordinated, is accurate, and is in compliance with established policies. Returns materials to the originator for correction if they do not comply with known policies or if correspondence rules have not been followed.
- Provides “quality control” on AFR written products, helping ensure clarity, consistency, and succinctness.
- Facilitates discussions with AFR Bureau staff to provide feedback on the quality of written products coming from AFR bureau offices, including adherence to principals’ preferences regarding content and style.
- Systematically evaluates and improves office operations. Uses formal procedures to track memos, briefers, and coordinate other work performed in the office.
- In consultation with the AFR Administrative Team, controls the calendar, scheduling meetings and appointments for members of the AFR Leadership Team. The AFR Leadership Team is composed of the Assistant Administrator, the Deputy Assistant Administrators, Senior Advisors, and the Chief of Staff for the Africa Bureau. When necessary, the incumbent will arrange for representation by a subordinate official when that is desirable.
- Coordinate and arrange travel for the SDAA and DAAs, including working with the Travel Management Center (TMC) to develop itineraries, handle/secure visas and other travel requirements, as needed, submit and track routed travel authorizations, complete vouchers, and work with the Travel and Transportation Division (M/OMS/TTD) to resolve questions and concerns.
- Arranges meeting space, speakers, and support details for large conferences, such as the Africa Strategic Dialogue, Mission Director Meetings, Foreign Service National Workshops, and the Africa Strategic Integration Conference (ASIC). Writes letters to the speakers and participants, arranges hotel accommodations, coordinates transportation to and from the meeting site, and establishes social arrangements.
- Coordinate the routing of documents/memos through the approval chain, following up on pending details, and ensuring deadlines are met.
- Identify and recommend procurement actions for supplies used to support hospitality services and special events.
- Work with the AMS Office to ensure IT and all other office equipment is functioning properly, updated as needed.
- Maintain awareness of events and programs in which the AA and DAAs are involved to ensure consistency in communications and tasking requests.
- Maintain awareness of the AFR Front Office leadership calendars, events, and programs to work directly with other staff and ensure regular dialogue and sharing of information.
- Develops processes and training in collaboration with program and communications leads to help the bureau improve the quality of executive correspondence and maintain compliance with established deadlines from the Office of the Executive Secretariat and AFR-produced correspondence.
Qualifications:
- Bachelor’s degree and three (3) years of professional office experience.
- Proficiency in the use of Google Suite, Microsoft Office, and e-mail applications (Google/Outlook) is required.
- Knowledge of US government administrative procedures.
- Knowledge of US government travel systems.
- Knowledge of US government executive correspondence processes and procedures.
- Outstanding interpersonal skills and the ability to work professionally and diplomatically in a fast-paced, multi-cultural team setting with diverse stakeholders.
- A team player with the ability to learn quickly, with minimal guidance.
- Excellent written and oral communication skills.
- Superior organizational skills.
- Expert Ability to simultaneously manage multiple competing priorities.
- US citizen with the ability to obtain an interim secret clearance and receive a full active clearance.
Our application process is quick and easy.
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Compensation and benefits are fundamental to any career decision. That’s why at ZemiTek we design our benefits packages to reflect the importance of the work we do for our customers. Our employment benefits include, competitive compensation, health and wellness programs, income protection, paid personal, parental, and medical leave, retirement plans with employer match and immediate vesting, among many other perks.
What We Believe:
ZemiTek is an equal opportunity employer where an applicant’s qualifications are considered for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or expression, national origin, genetic information, veteran status, disability, or any other basis prohibited by law.
ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@zemitek.com.
ZemiTek embraces diversity, equity, and inclusion and strives to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions.