• Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring the Assistant Secretary or Deputy Assistant Secretary only those calls, which in his/her judgment cannot or should be referred to others or handled by him/herself. Makes available as necessary background or informational material to which the Assistant Secretary or Deputy Assistant Secretary may wish to refer. Maintains the schedule for the Assistant Secretary or Deputy Assistant Secretary, arranging, referring to other officials, or rescheduling appointments as deemed necessary. In this connection, the incumbent handles all requests for meetings arid appointments, decides the distribution of the Deputy Assistant Secretary's time, prepares or requests preparation of briefing memoranda indicating purpose of appointments and outlining background data. Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by the Deputy Assistant Secretary the subject of the meetings in order that they will be properly informed and provided with necessary information.
• Makes and acknowledges various social arrangements and obligations which are a part of the official responsibility of the Assistant Secretary or Deputy Assistant Secretary
• Makes travel arrangements, including scheduling of appointments, security travel and hotel reservations, passports, visas, and travel advances, as necessary. Upon return, prepares vouchers from travel diaries, notes, and incumbent's knowledge of arrangements. Due to the heavy demands on the Assistant Secretary or Deputy Assistant Secretary's time, frequently such arrangements become complicated due to last-minute changes and travel revisions after departure.
• Serves in a liaison capacity between the Assistant Secretary or Deputy Assistant Secretary and his/her staff and other offices in the Department. Assures that the staff is currently informed on the Assistant or Deputy Assistant Secretary's plans and commitments as well as cognizant of the status of matters under discussion or consideration. The Assistant Secretary or Deputy Assistant Secretary is kept continually informed of activities for which his/her subordinates are responsible. Transmits and interprets instructions from the Assistant Secretary or Deputy Assistant Secretary to members of his/her staff and other officials in the Department.
•  As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Responsible for carrying out special assignments for the assistant Secretary or Deputy Assistant Secretary which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the Assistant Secretary or Deputy Assistant Secretary.
• Types a large volume of correspondence, telegrams, and memoranda for the Assistant Secretary and Department principals, briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.
• Drafts and prepares travel authorizations on behalf of supervisor or staff member who is traveling. Prepares travel authorizations for staff member as requested based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (Ml & E costs, taxi, hotel costs etc.; prepares travel authorization request. Upon completion of trip assists traveler in preparing electronic travel voucher. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 30 days).
• Other duties as assigned.

• Minimum 4+ years of U.S. Department of State experience including:
  • Direct Executive Front Office or Deputy Assistant Secretary level support.
  • Demonstrated experience creating, processing, and closing government travel planning and vouchers utilizing E2 Travel Solutions software.
  • Experience processing large volumes of correspondence, telegrams, and memoranda, briefing papers and reports for Senior Agency Officials.
  • Specific expert knowledge of Department of State operations, processes, and general administrative practices.
• Associate Degree or higher preferred but not required.
• Top Secret Clearance Required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Self-starter with the ability to learn new tasks and skills.
• Strong organization and communications skills.
• Ability to multitask and have practical time management skills.
• Team Player
• Strong work ethic accountability.
• Intermediate experience with personal computers and general administrative tools, including MS Office Suite (Outlook, Word, Excel, PowerPoint) and MS Teams.

Reports to: Program Manager

Working Conditions

• Professional office environment
• Must be physically and mentally able to perform duties for extended periods of time. Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Polished office protocols, high-tempo communication streams and working conditions.
• Must be able to work varying work schedules and/or extended hours to meet business needs and project deadlines.
• Must be able to sit for long periods of time looking at computer screen and on the telephone
• May be asked to travel for business or professional development purposes.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Affirmative Action/EEO Statement: Cayuse embraces diversity and equal opportunity in a serious way. We celebrate diversity and are committed to creating and building a team that represents a variety of backgrounds, perspectives, and skills. Cayuse, and all of its subsidiaries, are proud to be an equal opportunity workplace and are an affirmative action employer.