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Staff Assistant

Company: Alutiiq LLC
Location: Washington
Posted on: September 24, 2022

Job Description:

Position Overview:

The Global Engagement Center (GEC) will be transitioning and staffing contract personnel to fulfill the requirement of the GEC by supporting its Content, Analytics and Partnership teams. This includes but is not limited to assisting in a variety of foci; administrative functions, planning, coordination, and synchronization of messaging campaigns and programs, to analyzing and evaluating data to the establishment, management, leveraging and development of strategic international and Department partnerships. Also, to provide subject matter expertise, analysis, and recommendations on multi-regional security and geopolitical issues, coordinate interagency operations, and programmatic management for the GEC in regions.

The individual selected will have a good command of statistics, suitable for analysis of target audiences and interactive online engagements.

A strong understanding of principal social media platforms and associated analytic tools, together with the ability to quickly learn new social media platforms as they are introduced, is essential.

Other required skills are broad familiarity with a range of analytic and database tools, and the ability to identify new tools and quickly learn how to use them; excellent native or near-native English language ability; strong writing skills, especially the ability to convey data-focused concepts in non-technical language 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.

Duties and Responsibilities for the Front Office Staff Assistant:

* The incumbent supports the Chief of Staff, R/GECGEC. S/he will be one of two or more Staff Assistants. S/he will also assist Civil Service Officers and Foreign Service Officers in a wide range of portfolios from Partner Engagement, Content Development, Network Engagement, Resources, Operations and Data & Technology, as well as liaising with other agencies in processing MOUs, taskers, cables and other correspondence.

* Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the Section Chiefs and all other correspondence to other appropriate staff members.

* Maintain liaison -- as needed -- with senior officials both within and outside the Department.

* Oversee the preparation of materials for use by the Section Chiefs 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 Chief'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 Chief'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 Section Chiefs to ensure that they get to their meetings in a timely manner.

* Maintain and oversee the Chief's calendars to ensure that priority needs are considered and met.

* Screen visitors and telephone calls for the Section Chiefs.

* Assist the Section Chiefs and with travel arrangements.

* Prepare the Chief's travel vouchers for reimbursement upon returning from travel.

* Serves as the Bureau's primary Freedom of Information Act (FOIA) point of contact for researching, gathering, and coordinating requests for CSO related-records

* Assists with office functions, planning, and logistical support.

* Additional duties as required.

* Provides backup support to the incumbent OMS administrative support to office staff from travel, time keeping, supplies and equipment order and inventory, as well as manage office calendar.

* Assist Senior Staff in preparing for the annual GEC Steering Committee.

* Tracks the R, H, J and other Taskers, Congressional Affairs Taskers, GEC and ICC lists as well as the GEC Hill Briefings list.

* Updates the Office's Shared Point Site, where taskers and other information relevant to the entire Bureau are available.

* Serves as staff assistant in the FO providing support to the Coordinator, Chief of Staff, and Section Chiefs in managing projects and initiatives throughout the office.

* Distributes taskings of briefing memos, remarks, memorandums for the Coordinator, Chief of Staff, and Section Chiefs.--- Monitors progress and ensures that items are submitted to the Front Office 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, Chief of Staff and Section Chiefs.

* Maintains Front Office database used to track tasks status and run reports for assigned tasks/briefing documents.

* Coordinates the tasking, drafting, editing, and distribution of the Weekly Summary and other office or interagency-wide documents.

* Serves as GEC's liaison with the R/FO. Monitors classified and unclassified emails and distributes incoming memos and information from the R/FO to GEC. Develops expertise in and remains current on Line drafting/clearance procedures.

* Provides guidance to GEC staff (drafters) on content, formatting, clearance process, etc., through periodic training seminars and during daily operations.

* Helps manage the maintenance of Front Office paper and electronic files.

* Serves as the Front Office specialist for data analysis, configuration of the programming, assembly of the data and production of the report.--- Subsequently assists with implementation of results and follows up with assigned entities to ensure accountability.--- Provides oversight and support for related research requirements.

* In conjunction with the Chief of Staff, coordinates GEC/FO strategic communications requests with appropriate offices and entities.

* Attend meetings, when required, with various members of the Senior Staff and the Data Scientist and provides readouts as requested.

* Facilitates internal meetings, training sessions, and discussions related to GEC administrative policy and procedures.

* Determines distribution and deadlines for items requiring the Coordinator's attention.

* Back-up scheduler for the Coordinator, Chief of Staff, and Section Chiefs.


* Knowledge of the principles and methods applicable to researching, analyzing and writing regulatory material and related issue/policy memoranda and interpretations.

* Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.

* Familiarity with performance measurement, evaluation, surveying and general use of metrics to track organizational performance, progress and goal attainment.

* Familiarity with database management and analyses of quantitative and qualitative data (involving various data sources) and results reporting.

* Familiarity with principles and practices of knowledge management.

* Familiarity with formulating, writing, and implementing reporting mechanisms, policies, processes, and procedures.

* Familiarity in the requirements of submitting Federal Register Notices, and the drafting of such notices.

* Knowledge and application of statistical data analysis and data management software (e.g., SPSS, originally Statistical Package for Social Sciences).

* Experience in preparing and implementing reporting mechanisms, processes and procedures.

* Experience in formulating and writing policies, processes and procedures.

* Experience in developing data logs and reports (with quantitative and qualitative data).

* Demonstrated skills in database management, data entry, mining and analysis, and reporting.

* Ability to learn and work with database applications.

* Demonstrated skills or knowledge of global internet access and research capabilities.

* Demonstrated skills in program administration, operating procedures, oversight and monitoring.

* Experience in program administration, operating procedures, oversight and monitoring.

* 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.

* 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.

* Active security clearance at the Top Secret level with ability to obtain SCI access.

* Foreign language skills are preferred but not required.

* A Bachelor's Degree is preferred

Ability to perform essential job functions while complying with all state, federal or local COVID mandates with or without reasonable accommodation. Afognak Native Corporation, Afognak Commercial Group LLC, Alutiiq LLC and their subsidiaries are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, citizenship, disability, protected veteran status or any other characteristic protected by applicable federal, state or local laws.

Keywords: Alutiiq LLC, Washington DC , Staff Assistant, Other , Washington, DC

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