• The incumbent reports to the Deputy Coordinator for Policy, Plans, and Operations. S/he will coordinate closely with staff throughout the GEC. S/he will also assist Civil Service Officers and Foreign Service Officers in a wide range of portfolios across the GEC, as well as liaising with other agencies in processing MOUs, taskers, cables and other correspondence.
• Assists in coordinating, and overseeing special projects and assignments as directed by the supervisor or other Front Office Principal.
• Provide support to policy or operational activities of the GEC.
• Provides dedicated administrative support to the Deputy Coordinator for Policy, Plans, and Operations, including scheduling; managing taskings; monitoring the Deputy Coordinator’s email inbox, responding on the Deputy Coordinator’s behalf as appropriate; and a multitude of other responsibilities as directed by the Deputy Coordinator for Policy, Plans, and Operations.
• Accompany the Deputy Coordinator for Policy, Plans, and Operations or other Front Office Principal to meetings, draft meeting readouts, and disseminate and track tasks from the meeting.
• Provide support to the Deputy Coordinator for Policy, Plans, and Operations or the Front Office at various international coordination mechanisms by representing the GEC in the meeting as needed.
• Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the team Directors and all other correspondence to other appropriate staff members.
• Maintain liaison - as needed - with senior officials both within and outside the Department.
• Coordinate the preparation of materials for use by the Deputy Coordinator for Policy, Plans, and Operations or the Front Office at high levels and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad. Assist with logistical planning for the Deputy Coordinator’s or the Front Office’s participation in these meetings. Plan, design and prepare creative visual presentations using Power Point, Visio and other state- of- the- art applications.
• Prepare confidential background material and reports for the Deputy Coordinator’s or the Front Office’s use in preparing him/her for meetings with other USG officials, leaders and high-level officials of foreign governments, White House staff, and Members of Congress.
• Escort officials to see the Deputy Coordinator for Policy, Plans, and Operations or other Front Office Principal to ensure that they get to their meetings in a timely manner.
• Maintain and oversee the Deputy Coordinator’s calendar to ensure that priority needs are considered and met.
• Screen visitors and telephone calls for the Deputy Coordinator for Policy, Plans, and Operations or the Front Office.
• Assist the Deputy Coordinator for Policy, Plans, and Operations with travel arrangements.
• Prepare the Deputy Coordinator’s travel vouchers for reimbursement upon returning from travel.
• Support clearance of Freedom of Information Act (FOIA) requests.
• Assists with office functions, planning, and logistical support.
• Additional duties as required.
• Provides backup support to the Front Office staff on a multitude of tasks including: paper clearances, travel arrangements, time keeping, supplies and equipment order and inventory, manage office calendars, and other tasks as appropriate.
• Tracks various Taskers and ensure their completion.
• Updates the Office’s Shared Point Site, where taskers and other information relevant to the entire Bureau are available, as needed.
• As needed, serves as Staff Assistant in the FO providing support to the Coordinator, Deputy Coordinators, Chief of Staff, and Team Directors in managing projects and initiatives throughout the office.
• Tasks briefing memos, remarks, memorandums, and other correspondence for the Coordinator, Deputy Coordinators, Chief of Staff, and Team Directors. Monitor’s progress and ensures that items are submitted to the Front Office, and entities outside of the GEC, on time and meet required quality standards.
• Drafts and edits briefing documents, speeches, memos, notes, and correspondence to Department of State Principals and the broader U.S. government interagency network for the Coordinator, Deputy Coordinators, Chief of Staff, and Team Directors.
• As needed, maintains Front Office database used to track tasker status and run reports for assigned tasks/briefing documents.
• Coordinates the tasking, drafting, editing, and distribution of weekly reports and other office or interagency-wide documents.
• Serves as one of GEC’s liaisons with the R/FO. Monitors classified and unclassified emails and distributes incoming memos and information from the R/FO to GEC. Develop expertise in and remain current on the Line’s drafting/clearance procedures.
• Provides guidance, as needed, to GEC staff (drafters) on content, formatting, clearance process, etc., during daily operations.
• Helps manage the maintenance of PPO’s and as needed, the Front Office’s paper and electronic files.
• Facilitates internal meetings, training sessions, and discussions related to GEC administrative policy and procedures, as directed by the Deputy Coordinator for Policy, Plans, and Operations or another Front Office Principal.
• Determines distribution and deadlines for items requiring the Deputy Coordinator’s attention.

• Excellent native or near-native English language ability; strong writing skills, especially the ability synthesis complex inputs of information for peers, senior officials, and outside audiences; strong verbal communication skills; willingness to work to tight deadlines; ability to work effectively as part of a multicultural and interagency team; command of Microsoft Office applications.
• Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
• Familiarity with principles and practices of knowledge management.
• Familiarity with formulating, writing, and implementing reporting mechanisms, policies, processes, and procedures.
• Experience in preparing and implementing reporting mechanisms, processes and procedures.
• Facility with standard software, including the complete Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint), and an ability to learn and work with other software, as well as database applications.

Physical Demands

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

Position Type/Expected Hours of Work

• Strong, timely and precise organizational skills and multi-tasking abilities.
• Strong critical and creative thinking and analytical skills.
• Strong written and oral communication skills.
• Strong ability to work independently, with minimal supervision, and multi-task in a high volume, fast-pace work environment.
• Strong ability to also have a flexible, team-oriented approach to work.
• Excellent ability to build and maintain strong working relationships with colleagues.
• Exposure to U.S. foreign affairs agencies and/or international organizations.
• Ability to obtain and maintain a security clearance at the Top Secret/SCI level.
• A Bachelor’s Degree is preferred

AAP/EEO Statement

Other Duties