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Duties and Responsibilities

Program Assistant

· Provides administrative, clerical, and program assistance to the Office of Press and Public Diplomacy for the Under Secretary for Economic Affairs (E/PPD).

· Assists unit leadership in monitoring progress and completion of assigned press and public diplomacy

tasks, entering data to keep media trackers, campaign trackers, and press engagement logs current.

· Serves as initial unit point of contact for media inquiries and requests for press and public diplomacy support from bureaus and posts, monitoring the unit press inbox daily, routing requests to appropriate staff, and tracking inquiries through to timely, responsive close-out.

· Schedules and coordinates press briefings, media prep sessions, and internal deliberative meetings, ensuring talking points, press guidance, and background materials are circulated in advance and that conference rooms, briefing spaces, and technical/broadcast equipment are functioning properly.

· Serves as notetaker for internal meetings, press prep sessions, and media debriefs, and circulates meeting notes to relevant staff.

· Coordinates with the E Property Manager and E/EX/IT (or bureau equivalent) for provision and troubleshooting of computer equipment, software, cellphones, and recording/production equipment for staff.

· Provides on-boarding assistance to new staff, including badge appointments, systems access and telework forms, on-boarding schedules and checklists, courtesy call scheduling, and IT support coordination.

· Prepares routine documents — including press releases, media advisories, newsletters, fact sheets, briefings, and social media graphics — using desktop publishing tools to integrate and lay out text and graphics.

· Assists subject matter experts with drafting and obtaining required review/clearance of routine press materials, statements, and public diplomacy content within E, the E Family, and the broader Department.

· Provides administrative and clerical liaison on behalf of E/PPD with other E Family offices (EEB, OES, CDP, OCE) and Department bureaus, advising on E/PPD procedures, reports, and requirements.

· Maintains unit electronic files and press archives, including SharePoint and Google Shared Drive content, in accordance with Department standards.

· Advises and assists with travel planning, preparations, and vouchers for the unit, including press advance and traveling press logistics as needed.

· Enters procurement requests via Ariba, monitors use of office supplies, services, and equipment, and coordinates with the Executive Assistant and Administrative Officer on supply, repair, and maintenance needs.

SPECIAL KNOWLEDGE, EXPERIENCE AND EDUCATIONAL REQUIREMENTS:

Education

· High school diploma or equivalent required; Associate’s or Bachelor’s degree in Communications, Public Affairs, Business Administration, or a related field preferred.

Experience

· Minimum 3 years of experience in an office management, administrative, clerical, or executive assistant role in a professional office setting.

· Experience in a press, communications, or public affairs office preferred.

· Experience supporting time-sensitive correspondence, tasker tracking, and inquiry management preferred.

Special Knowledge / Skills

· Fluency in modern technology and collaborative tools, including Microsoft Teams, SharePoint, and Microsoft Office, to prepare, present, and exchange information; prior experience with Google Suite, Slack, and social media/media monitoring platforms preferred.

· Working knowledge of administrative management and organizational principles, concepts, methods, and practices sufficient to provide a range of administrative support functions.

· Working knowledge of applicable Department of State administrative rules, regulations, policies, and procedures — particularly concerning time and attendance, document clearances, and travel — preferred.

· Working knowledge of press and public diplomacy office operations, including media inquiry handling and clearance processes, preferred.

· Proven ability to solve routine, straightforward problems analytically and holistically.

· Proven ability to plan, organize, and prioritize work to efficiently manage multiple, concurrent assignments under tight deadlines, including breaking-news or fast-moving press conditions.

· Proven ability to communicate effectively, orally and in writing, to draft written documents, explain policies and procedures, and establish and maintain liaison relationships.

· Proven ability to work cooperatively in a team environment and interact effectively with individuals at various levels of the organization.

Security Clearance Requirement: Must be able to obtain and maintain a U.S. Government Top Secret security clearance.

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