Administrative Assistant-Staff Assistant (Admin/Clerical III)
Location: Ft. Lauderdale, FL

The Administrative/Staff Assistant will be responsible for the efficient office administrative operations, functions and liaison between other offices. The qualified candidate will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and managing the day-to-day office operations. Responsibilities will also include a broad range of office administrative and support activities including but not limited to: 


Office Administration Activities 

  • Provide administrative and management support to senior management 
  • Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed 
  • Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed 
  • Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform  staff timekeeping and reporting, manage and secure classified/SBU documents 
  • Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management 
  • Provide special event coordination, escorting visitors, process visitor building access, answer and route incoming/outgoing phone calls 
  • Process and track personnel leave request, perform Government motor vehicle fleet management and track monthly usage mileage and gas expenses 
  • Coordinate and respond to data calls, and assist bureau staff on special projects 
  • Collect, compile and coordinate processing of the Weekly Activities Reports 
  • Assist with OMB Exhibit 300, and program management activities within the bureau directorate 
  • Perform travel coordination and reservations for Government employees using E2 Travel Solutions application, as required 
  • Record, draft and prepare meeting minutes, as required 
  • Maintain, update and track multiple Outlook calendars and schedules 
  • Track the annual employee evaluation reports. 
  • Set up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad 
  • Proficiency in MS Office Suite, Visio, Outlook, and Project 
  • Expertise in managing SharePoint database 
  • Perform other duties, as assigned. 

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