Executive Secretary V

Overview

Job Summary:

Tuvli is looking for an Executive Secretary V to provide professional support services to Department of State's bureau of Consular Affairs-Front Office.

Job Responsibilities:

• Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution.

• Opens, sorts and distributes incoming correspondence, including faxes and email.

• Prepares responses to correspondences containing routine inquiries.

• Files and retrieves documents, records, and reports.

• Greets all personnel entering CA/FO and escorts personnel as required.

• Makes travel arrangements for FO management, utilizing E2.

• Submits Time and Attendance reporting for FO personnel and maintain all T&A supporting documents for FO personnel.

• Assists with coordinating meetings, scheduling conference rooms, ordering supplies, and other administrative duties.

• Works with CA’s Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.

• Receives and screens telephone calls and visitors; follows up to ensure necessary action is initiated, and subsequently works to assure that such action is completed as quickly as possible, as applicable and appropriate.

• Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.

• Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management on a daily basis.

• Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.

• Records minutes from meetings.

• Performs other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned.

• Maintains work area in a professional manner at all times (work area must be clean, presentable, and organized, per COR guidance).

• Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders).

• Assists with setting up conference calls, coordinating with IT personal to setup conferences requiring IT support.

• Assists with prepping conference rooms before and after social events and official events during the work day.

Qualifications

Minimum Qualifications:

• 2+ years of experience of related experience.

• Active Secret Clearance.

• Knowledge of Microsoft Office software (Excel, Word, PowerPoint, Access, etc.).

• Excellent organizational, communication and writing skills.

• Excellent customer service skills, including customer needs assessments, meeting quality standards for services, and evaluation of customer satisfaction.

• Ability to interact effectively with others in particular, colleagues and personnel at various Department levels.

Posted Salary Range

$45.00-$49.00

Benefits Information

SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

Job: Office & Administrative Support

Travel: Yes, 25% of the time

Organization: Tuvli

Clearance: SECRET

Work Type: On-Site

Remote: No

ReqID: 2024-3875