Executive Assistant

Overview Nakupuna Companies seeks an Executive Assistant to join a team working under The Bureau for Global Health Security and Diplomacy (GHSD). GHSD is responsible for implementing the U.S. President's Emergency Plan for AIDS Relief (PEPFAR). The Executive Assistant will be assigned to the GHSD Front Office or another GHSD Office and provide comprehensive administrative support to one or more bureau principals – including the Ambassador, PDAS, DAS and/or Special Advisor – ensuring their schedules, office operations, and engagements are managed effectively and professionally. Responsibilities Scheduling and Calendar Management Manage and maintain the principal's and/or office's daily schedule, including meetings, appointments, and events. Coordinate with internal and external stakeholders to schedule engagements and resolve conflicts. Reschedule appointments as necessary and prepare briefing memoranda for meetings. Building Access and Escorting Escort staff and visitors into secure Department of State buildings as required. Ensure compliance with security protocols and procedures during escorting activities. Briefing Material Preparation Prepare, print, and organize briefing materials for meetings, events, and travel. Ensure materials are accurate, complete, and delivered in a timely manner. Office Supplies Procurement Monitor office supply inventory and procure necessary items to maintain operational efficiency. Coordinate with procurement staff to ensure timely delivery of supplies. Phone and Guest Reception Answer phones, screen calls, and direct inquiries to appropriate staff or office. Greet guests and visitors professionally and direct them appropriately. Travel Arrangements and Support Arrange domestic and international travel for bureau principals, including flights, accommodations, and transportation. Make hotel reservations, submit passport and visa applications, and prepare vouchers upon completion of travel. Prepare travel itineraries and ensure compliance with Department of State travel policies. Meeting Support Take and transcribe notes during international, interagency, or public meetings as required. Records and Communications Management Ensure all official communications to the GHSD Bureau are properly and promptly handled, in accordance with records requirements and Department of State standards. Correspondence and Reporting Assist in the preparation of large volumes of correspondence, memoranda, briefing papers, and reports. Frequently work with senior‑level contacts across the Department of State and interagency. HR and Administrative Liaison Serve as liaison for administrative HR matters, including performance appraisal reminders, leave restoration procedures, and award nomination procedures. Assist by coordinating equipment and security access. Facility and IT Coordination Act as liaison for GSO work orders, IT maintenance, and computer issues. Qualifications Skills/Qualifications: Self‑motivated, detail‑oriented, with strong oral and written communication skills, good physical condition, and 6+ years of experience in administration, travel planning, complex logistics, foreign service, working with U.S. interagency, and serving as assistant to senior U.S. government officials. Proficient in Microsoft Office, customer service, emotional intelligence, organization, time management, multitasking, filing, scheduling, and technological literacy. Education and Experience: Working knowledge of statistical software platforms such as SAS or Tableau. Demonstrated knowledge and experience in data analysis. High School Diploma or equivalent; bachelor’s degree preferred. 6–9 years of relevant work experience. Clearance Requirements: Secret clearance required. Must be a U.S. Citizen. Physical Requirements: Ability to perform repetitive motions with the hands, wrists, and fingers; engage in and follow audible communications in emergency situations; sit for prolonged periods at a desk and work on a computer. Compensation: The projected compensation for this position is $88,000.00 to $92,500.00 (annualized USD). This salary range is one component of the total compensation package. #J-18808-Ljbffr Nakupuna Solutions