Administrative Assistant-Staff Assistant (Admin/Clerical III)
Location: Ft. Lauderdale, FL
Active Security Clearance

The Administrative/Staff Assistant will be responsible for the efficient office administrative operations, functions and liaison between other offices. The qualified candidate will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and managing the day-to-day office operations. Responsibilities will also include a broad range of office administrative and support activities including but not limited to: 

Office Administration Activities 

  • Provide administrative and management support to senior management 
  • Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed 
  • Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed 
  • Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform  staff timekeeping and reporting, manage and secure classified/SBU documents 
  • Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management 
  • Provide special event coordination, escorting visitors, process visitor building access, answer and route incoming/outgoing phone calls 
  • Process and track personnel leave request, perform Government motor vehicle fleet management and track monthly usage mileage and gas expenses 
  • Coordinate and respond to data calls, and assist bureau staff on special projects 
  • Collect, compile and coordinate processing of the Weekly Activities Reports 
  • Assist with OMB Exhibit 300, and program management activities within the bureau directorate 
  • Perform travel coordination and reservations for Government employees using E2 Travel Solutions application, as required 
  • Record, draft and prepare meeting minutes, as required 
  • Maintain, update and track multiple Outlook calendars and schedules 
  • Track the annual employee evaluation reports. 
  • Set up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad 
  • Proficiency in MS Office Suite, Visio, Outlook, and Project 
  • Expertise in managing SharePoint database 
  • Perform other duties, as assigned. 

 Program Support Activities: 

  • Track assigned tasks and monitor progress and/or overdue action items 
  • Prepare various analytical reports and draft administrative and policy documentation 
  • Create and update PowerPoint presentations for ongoing projects and briefings 
  • Maintain various spreadsheet reports to assist in data analysis for senior management 
  • Draft and process electronic Country Clearance (eCC) requests for travelers both contract and government 
  • Assists in the preparation of policy documentation and disseminate to appropriate Front Office personnel 
  • Devise and maintain a systematic approach to the organization’s Shared drives document repository and update information posted on SharePoint sites as required 
  • Perform Front Office liaison activities and facilitate communication across organizations 
  • Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion. 
  • Assist in the identification, development, and tracking of internal, and customer focused 
  • policies and procedures for cross-cutting issues 
  • Track staff assignments, advising managers of progress and/or overdue action items 
  • Prepare a variety of analytical reports, memoranda, and written materials on various 
  • administrative and policy issues 
  • Produce a variety of reports, tracks suspense actions, produces charts, creates specialized databases, or prepare presentation materials from software programs. 

Position Requirements: 

  • 4-7 Years of directly related technical experience.  
  • Active Secret Clearance Required.   
  • High School Diploma 
  • Experience with EZ and E2 Travel Systems 
  • Knowledge of office management systems and procedures 
  • Excellent time management skills and ability to multi-task and prioritize work in a fast-paced office environment 
  • Excellent customer service skills 
  • Attention to detail and problem-solving skills 
  • Excellent written and verbal communication skills 
  • Strong organizational and planning skills
  • Proficiency in MS Office

Please submit your resume to