Administrative Assistant

Great Hill is seeking an Administrative Assistant to support our government client in Washington, DC. 

Duties and Responsibilities include but are not limited to: 

• Answers and promptly handles telephone calls coming into the office. 
• Supports and backfills the Office Manager in maintaining the schedule for the Special Representative and Deputy Special Representative for Afghanistan Reconciliation. 
• Prepares correspondence, telegrams, and memoranda, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat. 
• Makes travel arrangements, including scheduling of appointments, obtaining travel expenses estimates making security arrangements; filing e-Country clearances; making travel and hotel reservations; managing passports, visas, and travel advances, as necessary on behalf of members of the S/SRA and based on information provided by travelers; and reviewing, filing, and verifying e-Country Clearances as necessary. 
• Follows up with travelers to ensure all expense documents and electronic travel vouchers have been submitted on their behalf and on time.  Due to the unique mission requirements of the S/SRA office, travel arrangements often become complicated due to last-minute travel needs and revisions to travel plans after departure. 
• Maintains office files.  
• Procures necessary office supplies. 
• Prepares vouchers for taxis and representational funds. 
• Makes and acknowledges various social arrangements and obligations which are a part of the official responsibility of SRA office. 
• Processes/reviews all incoming and outgoing letters, memos and related correspondence. 
• Prepares reports, memoranda and other forms of written communication.   
• Composes and edits letters, reports and general office memoranda for publication/distribution. 
• Copies, prints, organizes, manages/maintains office files and documents. 
• Other duties as assigned 

Required Skills:  

• Experience working with Department of State and excellent knowledge of DoS operations and travel databases, and overall office management experience 
• Experience as a secretary/office manager working under pressure and tight/short deadlines 
• Working knowledge of personal computers and general administrative practices 
• Strong operational knowledge of Excel, Microsoft Word, e2, and related computer-based programs  
• Extensive experience with travel arranging through E2 is highly preferred, including in-depth knowledge of the Department’s travel rules and regulations. 
• Attention to detail and initiative to manage tasks rather than simply respond to requests