Executive Assistant

Executive Assistant Duties

As an Executive Assistant, you will be responsible for duties to include, but are not limited to:

Executive Support:

• Researches background information on various administrative matters for the attention of the Director and Deputy Director.
• Oversees appointment schedule for Director and Deputy Director, determining priority and importance for such appointments, and providing essential background information.
• Arranges meetings with high level officials of USAGM and other government agencies, and outside private interests, and assures that appropriate OCB staff invited are properly informed as to the purpose of meetings and supplied with necessary background information.
• Upon request, attends meetings to keep abreast of issues, to take notes and to prepare summaries for distribution to interested officials.
• Represents the OCB Director and Deputy Director in dealing with officials at all levels, both with government and private industry, providing liaison and coordination in any and all nontechnical areas.
• Interfaces with OCB Administrative Officer and administrative staff, to ensure that space, budget, office equipment, automated systems and other support services are adequate to accomplish the Director's goals.
• Makes travel arrangements for Director and Deputy Director; prepares itinerary; provides documents need for meetings and events; and assembles vouchers and other documents needed for travel reimbursement.
• Assures that services, documentation, and equipment, necessary for the Director 's work are provided.

Operational Administrative Support:

• Responsible for operational and administrative management for the immediate office of the OCB Director.
• Assures calls, visitors and correspondence to the office are screened properly, inquiries are answered or referred, and appropriate calls and matters are brought to the attention of the Director and/or the Chief of Staff.
• Receives, controls, and tracks correspondence and other written and electronic documents requiring the Director's approval and signature.
• Disseminates information, as requested, throughout OCB; obtains required materials to support requests for approval as directed.
• Initiates contacts; requests and responds to inquiries and requests and manage and track responses.
• Independently manages and works on projects as requested and drafts letters, memos, and other written products, as well as edits similar products for quality.
• Researches matters to be referred to the Director's attention. Ensures that agreed-upon policies and plans are properly coordinated for implementation.

Performs other duties as assigned.