Administrative Assistant - GFO Front Office (Full Time On-Site)

Job Description

Job Description

Interested in Applying? Ask Yourself These Questions

• Do you enjoy being the person others rely on to keep work organized, on schedule, and moving forward?
• Can you confidently manage competing priorities, protect leadership's time, and exercise sound judgment when priorities conflict?
• Do you take pride in producing polished, accurate work and catching errors before they reach others?
• Do you enjoy learning new technology, improving processes, and finding more efficient ways to accomplish administrative work?
• Would your supervisors and coworkers describe you as someone who anticipates needs, takes initiative, and consistently follows through?
• Can you obtain and maintain a Secret Security Clearance? Employment is contingent upon successfully obtaining and maintaining the required clearance throughout employment.

If you answered “yes” to most of these, keep reading on.

Why is this Different from other Job Opportunities?

This position offers a unique opportunity to support senior leadership within the U.S. Department of State's Global Financial Operations (GFO) organization in a role requiring a U.S. Department of State Secret Security Clearance.

A Secret Security Clearance is a highly valued professional credential that can significantly expand future career opportunities within the federal government and government contracting community.

You Must Meet These Minimum Requirements

• High school diploma or equivalent.
• Demonstrated organizational, interpersonal, verbal, and written communication skills.
• Proficiency using Microsoft Office applications, including Outlook, Word, Excel, Teams, and other common office software.
• Ability to manage multiple assignments, establish priorities, and adapt to changing workloads in a fast-paced environment.
• Ability to work independently while maintaining confidentiality.
• Ability to understand, interpret, and follow written and verbal instructions, policies, and procedures.
• Ability to produce accurate work with attention to detail while meeting established deadlines.
• Ability to sit, stand, bend, kneel, lift up to 10 pounds, and use a computer for extended periods.

We Are Also Looking For

• Experience supporting multiple management levels in a fast-paced office environment.
• Experience managing complex Outlook calendars, scheduling meetings, and coordinating travel.
• Experience preparing, proofreading, formatting, and organizing professional correspondence and documents.

Our Most Successful Employees in this Position Demonstrate

• Exceptional calendar management that protects leadership's time through effective scheduling, prioritization, proactive conflict resolution, and anticipation of leadership needs.
• Ownership, accountability, integrity, and consistent follow-through.
• Sound judgment, including knowing when to act independently, seek guidance, or escalate.
• Professionalism and composure during frequent interruptions, changing priorities, and high-pressure situations.
• Clear, professional, and diplomatic communication.
• Initiative to identify problems, improve administrative processes, and increase efficiency.
• Confidence and discretion when representing GFO leadership and interacting with employees, contractors, visitors, customers, and external stakeholders.

Overview of the Position:

Global Financial Operations (GFO) provides financial management and operational support that enables the U.S. Department of State's worldwide diplomatic mission. GFO includes Global Accounting, Payables and Receivables, and Systems Control and Configuration.

The GFO Front Office serves as the central administrative hub for leadership. This position primarily supports the Managing Director through calendar management, meeting and travel coordination, communication, and daily administrative operations, while providing support to other GFO leadership and Front Office staff as needed.

Day-to-day Job Responsibilities include:

Administrative & Leadership Support

• Manage and maintain complex calendars by scheduling, prioritizing, rescheduling, and coordinating appointments while protecting leadership's time and resolving conflicts.
• Coordinate meetings, including invitations, conference rooms, attendee responses, schedule changes, meeting materials, and supporting documentation.
• Coordinate domestic and international travel, prepare travel authorizations, and assist with travel voucher documentation for the Managing Director and other GFO managers as needed.
• Monitor leadership email, correspondence, and administrative actions, as directed, ensuring time-sensitive items are brought to leadership's attention and routed appropriately.
• Draft, edit, proofread, format, and distribute professional correspondence, reports, presentations, agendas, meeting minutes, and other documents.

Front Office Operations

• Serve as the first point of contact for employees, visitors, contractors, and senior leaders; greet visitors, manage access, direct inquiries, and notify leadership of arriving guests.
• Monitor and appropriately route Front Office communications and requests, determining when matters require immediate leadership attention and ensuring timely follow-up.
• Maintain a professional, organized, and welcoming Front Office and collaborate with Front Office staff to provide administrative coverage and continuity of operations.
• Assist with onboarding activities, workspace coordination, and other Front Office administrative needs.

Calendar, Communication, and Administrative Coordination

• Conduct daily calendar reviews to identify conflicts, preserve leadership availability, prepare schedules, and recommend adjustments when priorities compete.
• Maintain contact and distribution lists, records, filing systems, and administrative reference materials in accordance with Department requirements.
• Prepare, organize, route, and archive documentation requiring leadership review, signature, or approval; track suspense dates and recurring administrative requirements through completion.
• Coordinate office supplies, equipment, workspace logistics, employee recognition activities, office events, special projects, and other administrative assignments as needed.

Work Schedule

• Full-time, 100% on-site position located in North Charleston, South Carolina.
• Standard work schedule consists of an eight-hour shift between 7:15 AM and 6:00 PM, Monday through Friday, based on operational requirements.
• Employees are not authorized to begin work before 7:15 AM unless specifically approved by the Managing Director and Assistant Program Manager.
• Must be flexible to adjust work hours when necessary to support changing priorities, meetings, client travel, special events, or other operational requirements. Advance notice will be provided whenever practicable.
• Regular, punctual attendance is an essential requirement of this position.

Technology and Systems Utilized

• Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, Word, Excel, PowerPoint, Visio, and OneNote).
• Adobe Acrobat Pro.
• Department of State administrative systems (training provided).
• Standard office equipment