Executive Assistant

Executive Assistant At Celestar, a B&A Company, we foster and embrace a distinct set of values that we live by and instill in all aspects of our organization: dedication, commitment, partnership, trust, and recognition. We have incorporated these values into successful delivery for our customers since 1988. B&A believes in ensuring its employees feel deeply connected to B&A, recognizing successes and hard work, and providing continuous opportunities to learn and grow. Our people are entrepreneurial thinkers that combine mindset, vision, and experience to drive value not only to us as an organization, but to the clients we support. We promote a collaborative culture with our clients, and with each other, as one team working towards a common vision. Wed love for you to join our team! Job Summary Celestar, a B&A Company is looking for an Executive Assistant to support the Department of State Bureau of International Narcotics, and Law Enforcement Affairs (INL). In this role, you will have the opportunity to work with a great team while supporting Responsibilities * Review and edit various documents, with close attention to detail, while compiling and organizing all documentation requiring INL/FO Principals clearance; this includes but is not limited to Congressional Notifications, Congressional Budget Justifications, Operational Plans, Interagency Agreements, Bilateral Letters of Agreement, and International Organization Letters of Agreement. Review documentation for completion, accuracy, and adherence to current Department and Bureau policies. Advise the designated regional or functional office point of contact on appropriate measures needed to revise or enhance documentation. * Prepare correspondence, reports, charts, basic data visualizations, and other documents. Thoroughly review documents to ensure correct financial and fiscal data working closely with INL Budget and Program officers, overall consistency in arguments and narratives, as well as proper grammar, spelling, capitalization and punctuation, and appropriate format in documents. Liaise directly with document originators to finalize when not in conformity with known policies or correspondence regulations. * Liaise with leadership across various regional and functional offices on all issues requiring clearance from the INL/FO Principals. * Support and assist the Senior Advisor and Special Assistant in reviewing briefing materials, interagency agreements, Letters of Agreement to support international organization programs and other budget documents for Front Office principals. * Support the Senior Advisor and Special Assistant by following up on projects, documents, and assignments made by the INL/Front Office to various program offices of the Bureau and, when problems occur, recommend solutions to Senior Advisor and Special Assistant. * Support the Senior Advisor and Special Assistant with all required tasks for the daily information briefings attended by Front Office principals. * Review all incoming publications, regulations, and directives that may be important to the activities of the staff. Refer those of importance or interest to appropriate individuals or disseminate staff-wide, as appropriate. * Review existing policies, issuances, and directives on an ad hoc basis and as substantive issues arise in assigned program areas and recommend refinements to these guidelines (e.g. procedural updates or detailed procedures where none exist). * Assist in overseeing projects and issues requiring coordination and integration within the Bureau, including official travel and related briefing materials for INL Principals. * Assist in guiding the flow and control of correspondence and written and oral tasks, including 7th floor taskers, for the office. * Assist in managing the internal affairs and operations of the INL Front Office and ensure consistency of actions throughout INL/FO in response to requests from the INL Front Office Principals, Congress, and others. * Assist in overseeing projects and issues requiring coordination and integration across multiple divisions and offices. * Schedule meetings, appointments, and conferences in accordance with Assistant Secretary and Front Office principal instructions. Remind appropriate parties of scheduled events to ensure prompt and timely attendance. Reschedule appointments when it is clear that the Assistant Secretary or other Front Office principal will not be able to make all commitments. Contact other personnel to attend meetings in lieu of the Assistant Secretary or other Front Office principal, when necessary. * Receive visitors and phone calls in a courteous manner. Accurately determine the nature of the request and refer callers to appropriate staff. Personally, answer routine and non-technical request for information and provide correct information when routine procedural matters are involved. * Follow-up on email inquiries and telephone conversations and take appropriate steps to ensure that necessary action is initiated and subsequently assure that such action is completed as quickly as possible. Follow-up and assure proper execution of all commitments made and obligations incurred in telephone conversations, personally make necessary contacts with the officials and individuals concerned. * Ensure that requests for action or information are made known to responsible office staff personnel who can satisfy the request. Decide whether important or emergency matters should be brought to the Supervisors attention when absent, but accessible. * Prepare correspondence, forms, reports, cables or other documents, utilizing desktop computer word processing systems; ensure correct punctuation, capitalization, spelling, grammar, and conformance to style. * Receive and review incoming mail, screening those items which can be handled personally and determine which items should be brought to the supervisors attention, forwarding the remainder to the staff for action. Review outgoing mail for attachments, dates and signatures. Maintain suspense records on all correspondence and action documents and follows up to ensure a timely reply or action. Ensure that all outgoing correspondence is in the proper format and in conformance with office policy and in correct grammatical composition. * Schedule large meetings and conferences. Select time and location, notify participants, ensure that all required materials and services are provided in a timely manner, attend the meetings and take notes, and prepare reports of the proceedings. * Assist the Front Office principals in making travel and logistical arrangements for overseas and domestic travel and assist them in filing their travel vouchers upon completion of official trips. * Establish and maintain office records of various types that may be needed or will assist in the efficient operation of the office. Ensure files have all pertinent documents and signatures. Maintain and accurately update file system to enable quick and efficient retrieval of information. Accurately purge files or perform other file disposition actions in accordance with established procedures. Effectively supervise or perform annual file inventory. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received. * Effectively enhance the ability of the office to support overall mission requirements through performance of one or more of the following: use of database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use of graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation. * As needed, stand in for other Office Administrators in the Front Office and from other INL functional and regional offices. Education and Experience * A bachelors degree from an accredited institution * Two to four years experience in relevant field; Demonstrated knowledge of specific country issues, including specialized knowledge of international narcotics and law enforcement, or similar type programs sufficient to ensure project work is in compliance with management policies and procedures and in conformance with the Foreign Assistance Act and other regulatory procedures and guidelines Required Skills * Ability to communicate effectively, both orally and in writing, with a wide range of players * Demonstrated ability to provide advice, guidance, and consultation with regard to the interpretation and application of analysis * Demonstrated proficiency in English grammar, punctuation, usage, and style and ability to edit in a form suitable for lay audiences * Demonstrated ability to interact effectively with individuals at all levels to assist in the planning and coordination of activities with other organizations; provide guidance, and advocate INL policies and positions in close coordination with INL leadership * Demonstrated proficiency in computer and web-based applications including Microsoft Office Suite, SharePoint, and Adobe Acrobat * Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role * Demonstrated ability to provide excellent customer service * Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times * Prior demonstrated executive-level administrative and business process experience * Experience drafting US government reports and documents, such as the INCSR, embassy cables, and other documents Desired Skills * Demonstrated ability to analyze and represent financial and programmatic data visually. * Familiarity with Department of State Standardized document formats. * Demonstrated experience with and knowledge of INL programs, mission, and foreibfb3568a-762b-4989-884b-a9682aa104ca