Senior Administrative Assistant/Program Assistant
Location: Washington, DC



Office Administration Activities 

  • Provide administrative and management support to senior management 
  • Review, edit, draft and prepare executive documentation, letters, memorandums, inter-office 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 
  • Coordinate and respond to data calls, and assist bureau staff on special projects 
  • Perform travel coordination and reservations using E2 Travel Solutions application
  • Record, draft and prepare meeting minutes, as required 
  • Maintain, update and track Outlook calendars and schedules 
  • Set up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional offices or missions abroad 
  • Proficiency in MS Office Suite, Visio, Outlook and Project 
  • Expertise in managing SharePoint database 
  • Perform other duties, as assigned. 
  • 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 
  • 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 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, memorandum 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.
  • Perform complex budget preparation and analysis work that involves examining, reviewing and analyzing operating budgets. 
  • Compile statistics and reports related to budgetary activities. 
  • Prepare and revise the biennial appropriation requests. 
  • Prepare and monitor program performance measures. 
  • Operate within management guidance, contractual limitations and business and policy directives 
  • Provide advice and assistance to operating managers on complex financial planning and management issues, including fund and staff utilization improvements for management accountability and efficient means to reach program objectives. 
  • Prepare fiscal notes and analyses of legislation. 
  • Coordinate budget procedures, preparation and reporting with fiscal units. 
  • Develop budget policies and procedures. 
  • Support agency contracts, task orders, and interagency agreements and the funding associated with the contract vehicles 
  • Define project requirements and develop/modify task orders/statements of work 
  • Develop procurement request packages 
  • Monitor and report on the technical progress of the contract, task order or interagency agreement 

 Assist in the invoice certification process (i.e., certify invoices against contract deliverables and issue weekly status reports


  • 4-7 Years of directly related experience.  
  • Active Secret Clearance Required.  
  • Excellent communication and facilitation skills, particularly in presenting findings
  • Client-focused, passionate for client satisfaction and the mission
  • Team-first, placing a premium on collaborating with colleagues
  • Requires high level customer service skills.
  • Must be a consummate professional, supporting high level executives
  • All interactions must be courteous, efficient, friendly and professional
  • Must effectively manage relationships with internal and external customers, while exercising high levels of patience, tact and diplomacy
  • Strong interpersonal skills, as well as exceptional, clear, concise written and oral communication skills
  • Must know how to interpret the Federal Travel Regulations
  • Must have strong organizational skills, task oriented, and possess excellent attention to detail
  • Must be self-motivated, decisive, responsible, and driven to achieve goals with minimal supervision  
  • Excellent time management skills and ability to multi-task and prioritize work in a fast-paced office environment 
  • Excellent written and verbal communication skills 
  • Strong organizational and planning skills 

Proficiency in MS Office

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