Employment in this role is conditional upon successful execution of the contract by the client.

The Work:

The Office Administrator will work directly with the client to provide a wide range of administrative support to advance goals pertaining to the client’s inceptions.

This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Key Responsibilities:

• Serves as the initial point of contact for correspondence, emails and telephone calls for the Advisor.
• Monitor and review all incoming and outgoing correspondence and requests for action and determine the proper action to be taken, with consultation as necessary.
• Coordinate taskings and paper flow, forwarding assignments to office leadership and appropriate staff members.
• Apply overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Adviser or others when appropriate.
• Apply editorial skills and knowledge in proofreading and editing completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
• Meet regularly with the Adviser and other office staff to manage invitations and meeting requests which include:
  • Help coordinate meetings with room reservations or virtual platforms.
  • Coordinate visitor access to the Department for official meetings
• Maintain the Adviser’s calendar accurately.
• Ensure time and attendance on TATEL is accurate for Adviser and office staff.
• Coordinate travel preparations for the Adviser and office staff, including
  • Serving as the travel arranger,
  • Preparing travel authorizations,
  • Obtaining passports or visas and making reservations.
  • Working with the OES-DRL/EX Travel Team in closing out travel vouchers.
  • Uploading receipts.
• Assist in data entry for annual performance evaluations of office staff via ePerformance software system.
• Manage procurement of office supplies, including business cards, for the STAS office.
• Provide courteous and responsive service to visitors and callers via telephone, correspondence, email, and in person, including buzzing visitors into the suite and escorting visitors to the Adviser within the building.
• Photocopy, scan and fax documents, and collect mail.
• Maintain Adviser’s business contact lists (e.g. by scanning business cards and maintaining database of contacts).
• Help manage office data repositories, including SharePoint and OneDrive, and updates to internal and external facing office websites.
• Help manage office social media accounts
• Track travel and office expenses
• Other Duties as assigned.

Qualifications – Here’s What You Need:

•  A basic understanding in one of the following fields:
  • International relations.
  • Political science.
  • History.
  • Public administration.
  • Economics.
  • Linguistics/languages.
• A college degree is preferred.
• Experience working with SharePoint.
• Experience with social media platforms.
• Knowledge of the functions, responsibilities, and objectives of the client’s office, and the Department.
• Ability to develop professional working relationships with officers throughout the Department and with the foreign policy community and establish liaison with counterparts in other organizations to bolster relationships with the client’s office.
• Secret Clerance is 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:

• Excellent interpersonal and oral communication skills.
• Excellent customer service skills.
• Strong organizational skills, attention to detail, including follow-up on pending tasks.
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.
• Excellent written and oral communication skills, excellent interpersonal skills, and excellent time management skills. This role may require, upon request, copies of previous publications or written products.

Our Commitment to you / overview of benefits:

• Medical, Dental and Vision Insurance; Wellness Program.
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter).
• Short-Term and Long-Term Disability options.
• Basic Life and AD&D Insurance (Company Provided).
• Voluntary Life and AD&D options.
• 401(k) Retirement Savings Plan with matching after one year.
• Paid Time Off.

Reports to: Program Manager

Working Conditions:

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties 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.
• Must be able to sit for long periods of time looking at computer screen.
• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

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.

Cayuse is an Equal Opportunity Employer.  All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.