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Staff Assistant I – Executive Office (E/EX) supporting the Executive Director and Deputy Director.  Provide administrative, operational, and logistical support to E/EX leadership, performing front-office coordination, correspondence, and scheduling,.

Key Responsibilities

• Coordinates, under leadership guidance, meetings between E/EX leadership and senior officials at the White House, State Department, other U.S. interagency bureaus/departments, and foreign government officials.
• Organizes and reviews memoranda, letters, and correspondence to identify format deficiencies, clearance needs, and completeness; makes corrections to documents as appropriate, with leadership oversight on higher-sensitivity items; determines document distribution; brings urgent items to leadership’s attention.
• Researches and investigates facts involving administrative problems or special projects; gathers, assembles, and analyzes data and presents oral and written reports to leadership, with additional guidance provided as needed.
• Prints daily briefing materials and reviews incoming correspondence; handles the distribution of classified and sensitive documents in accordance with established security procedures, under leadership oversight; prepares draft correspondence for signature.
• Utilizes the SharePoint recordkeeping system to track and trace action memoranda and sensitive documents; conducts annual records disposition in accordance with Department Records Management procedures, with periodic leadership review.
• Coordinates correspondence and materials received in the office; maintains internal and external contacts to coordinate agendas for outside events; prepares materials for leadership review, ensuring proper formatting and clearances; delivers materials to appropriate offices for onward processing; flags potential conflicts or policy departures for leadership’s review.
• Screens telephone calls and visitors, referring them to the appropriate staff member; maintains calendars for meetings within and outside the Department, confirming scheduling decisions with leadership as needed.
• Maintains the schedule for front office Principals, coordinating changes with leadership.
• Manages office services, including maintaining correspondence controls, filing systems, and office supplies.
• Performs special projects as assigned by leadership.

• Must be able to obtain and maintain a U.S. Government Top Secret security clearance.

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