Executive Assistant & Mongolia Public Diplomacy Specialist
- Expired: over a month ago. Applications are no longer accepted.
Executive Assistant & Mongolia Public Diplomacy Specialist
The Executive Assistant & Public Diplomacy Specialist will provide EAP/PPD Support Services that shall support EAP/PPD.
Mongolia Public Diplomacy Specialist duties:
- Serves as the public diplomacy country coordinator and main point of contact for the Public Diplomacy (PD) section of the U.S. Embassy in Mongolia, including advocating for resources, aligning programs with regional strategic priorities, providing policy guidance, and liaising with Mission Ulaanbaatar public affairs officers and staff.
- Conducts periodic calls with U.S. Embassy Mongolia PD staff, joins meetings in D.C. related to Mongolia issues and serves as overall EAP point of contact for any Mongolia PD related issues.
- Manage schedules for the Director and the Deputy Director(s). With broad guidance from the Director and Deputy Director(s), plan, arrange and monitor meetings and appointments. Negotiate scheduling conflicts with all parties. Compile all necessary background briefing materials for these meetings, working with meeting participants and other Office staff to assure timely submission of these materials. The incumbent also arranges oral briefings by appropriate officers and discusses with officials invited to meetings called by the Director/Deputy Director(s) the subject of the meetings so that they will be properly informed and provided with necessary information.
- Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring to the Director/Deputy Director only those calls, which in his/her judgment cannot or should not be referred to others or handled by him/herself. Makes available as necessary background or informational material to which the Director/Deputy Director may wish to refer.
- Makes and acknowledges various social arrangements and obligations which are a part of the official responsibilities of the Director/Deputy Director(s), including morale boosting events for the team.
- Serves in a liaison capacity between the Director/Deputy Director(s) and his/her staff and other offices in the Department. Assures that the staff is currently informed on the Director/Deputy Director(s) plans and commitments as well as cognizant of the status of matters under discussion or consideration. The Director/Deputy Director(s) is kept continually informed of activities for which his/her subordinates are responsible. Transmits and interprets instructions from the Director/Deputy Director to members of his/her staff and other officials in the Department.
- As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data, and makes preliminary analyses.
- Makes and transcribes notes taken during meetings as required.
- Types a large volume of diplomatic correspondence, telegrams, letters, and memoranda for the Director/Deputy Director(s), briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.
- Serves as proxy for inputting employees’ performance evaluations on regular cycles via GEMS.
- Make complex domestic and international travel arrangements, including airline and hotel reservations for the Director and Deputy Director(s) and other EAP/PPD staff, as needed, using the Department’s E2 system. Assure that passports are valid, that required visas are obtained, that travel advances are secured, that e-country clearances are received, that COVID travel requirements are met, and that all other travel-related procedures have been completed. This also includes preparing trip itinerary, obtaining travel expenses estimates (MI & E costs, taxi, hotel costs etc.); and preparing travel authorization requests. Prepare and submit travel vouchers for the Director and Deputy Director(s) and other EAP/PPD staff. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 30 days)
- Manage and update the Office’s SharePoint site and office Teams channels. Ensure that data and information in the site and on the channels is current and accurate. Ensure that the site is operating properly and work with IT staff when problems need to be addressed. Work with Office staff to obtain information needed for the SharePoint site or Teams channels and disseminate information or announcements relevant to the office or SCA PD teams in the field, as needed.
- Acts as liaison to GSO and IT for maintenance and computer issues.
- Manage conference room schedules.
- Responsible for procuring office supplies and equipment for the office.
- Escort individuals, to include clearing on State Department personnel into the building and assisting with any high-level officials visits.
- Maintain an awareness of sensitive and confidential matters. Ensure that the office is informed of the latest developments in the matter and that would require immediate attention.
- Assist new staff members to ensure they receive critical information before and during their arrival. Process new hire paperwork and coordinate equipment and security access.
- Responsible for making sure all security clearances for office staff have been sent to other agencies for meetings.
- Maintain and process Time and Attendance for the office staff.
- Undertake special administrative support projects as needed (i.e. review and disposition of Office’s physical and electronic files).
- Bachelor degree preferred.
- Must be able to obtain and maintain a Top Secret security clearance. Acceptable to have a Secret or interim Secret level to start position.
- Skill in applying and adapting written and oral communication principles, techniques and methods; analytical methods; and interpersonal relations practices to assignments.
- Ability to independently select, interpret, and apply the guidelines and instructions for public affairs products, modifying and adapting them to suit specific situations not directly covered by the guidelines/instructions.
- Extensive skill in interpersonal relationships, including the ability to establish and maintain effective partnerships and working relationships with Department and Bureau leadership.
- Ability to convey detailed program information, both orally and in writing, and offer meaningful recommendations to improve aspects of information materials.
- Demonstrated ability to take direction from superiors, effectively work in a team environment, and meet deadlines.
- Working knowledge of personal computers, office IT applications, and general administrative practices, including extensive experience and ability in working properly with classified and unclassified computer data base, operation and knowledge of Excel, Microsoft Windows, PowerPoint and related computer-based programs and the ability to prepare emails, notices, reports, etc. from scratch.
- Strong preference will be given to those applicants with knowledge of U.S. foreign policy objectives in the Asia-Pacific region, have an Asian language proficiency and work in EAP region.
- Strongly preferred to have U.S. Federal Government experience, especially at the Department of State.
Muscogee Staffing Solutions
Muscogee Staffing Solutions LLC, a Native American Tribally-owned SBA 8a and HUBZone Certified professional services company. MSS invites you to join our team. MSS is an equal opportunity/affirmative action employer committed to diversifying its workforce (M/F/D/V).