Tuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC. **Responsibilities** + Receives incoming telephone calls and direct them to the appropriate staff members. + Provides necessary background or informational material the principal may wish to refer. Arrange for coverage to receive calls in his/her absence. + Maintains the schedule for Principals through arranging, referring to other officials, or rescheduling appointments as necessary. + The incumbent handles all requests for meetings and appointments and outlining background data. + Arranges oral briefings by appropriate officers; and discusses with officials invited to meetings the subject of the meetings so both parties are properly informed and provided with the necessary information. + Arranges meetings and manage calendars for Principals, employees within the offices to include desk officers and interns, through Microsoft Outlook calendaring or Microsoft Teams. + Tracks and makes various social arrangements and obligations for office. + Monitors uncleared staff in the suite within line of sight in compliance with Department policy and Diplomatic Security requirements. + Facilitates pre-clearance for outside visitors and escorts through Diplomatic Security’s Visit Access Control System Domestic (VACS-D). + Assists with escorting visitors from the Department’s visitor center to respective offices. + Coordinates and prepares briefing materials and issue papers for offices. + Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action. + Composes replies for his/her own signature when appropriate. + Exercises judgment in presenting material to Principal that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff. + Processes/reviews all incoming and outgoing letters, memoranda, and related correspondence. + Prepares reports, memos, and other forms of written communication. + Composes and edits letters, reports, and general office memos for publication/distribution on behalf of Principal, ensuring that all conform to style and format guidelines established by the Department through One Paper/Drafters Corner. + As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, such as utilizing the Department’s intranet, Diplopedia and SharePoint. + Compiles data and makes preliminary analyses. + Makes and transcribes notes taken during meetings as required. + Updates program office SharePoint Bureau page, office directory’s, organizational directories and internal staffing patterns as needed + Coordinates with the Domestic Management Services Office within WHA to prepare work orders for services/office supplies as needed through the Bureaus internal work order system. + In the absence of the principal, maintains a file of correspondence and events of which he/she should know about and upon their return and bring such matters to their attention. + Prepares documents and memos to request diplomatic passports for staff members. + Obtains Visas for travelers in a timely manner, either through the Passport Office or local embassies. + Travels to local embassies and consulates when needed to pick up Visas. + Manages travel arrangements for office employees for domestic and overseas trips through the Departments E2 Solutions. + Arrangements include the scheduling of appointments, security travel and hotel reservations, passports, visas as necessary. Upon return, prepares vouchers. + Drafts/prepares travel authorizations on behalf of government 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 (MI & E costs, taxi, hotel costs etc.; prepares travel authorization requests. 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 7-14 days) + Manages time and attendance for respective offices into the Departments electronic filing system (WEB TATEL). + Provides certification reports to Director and/or responsible officer. Will be required to cover for other offices as needed. + Provides logistical support, as needed for conferences, meetings, and for office members transferring in and out of the bureau. + Reserves meeting rooms through the Departments Reserve! T, and other platforms established in the Department. + Independently tracks and follows-up on all requests until goals are completed. + Notifies government manager of any problems that may arise in a timely manner. + Serves as a proxy in the Global Employee Management System (GEMS). + Transcribes in (GEMS) performance appraisals for Foreign Service and Civil Servants as given and directed by Government manager. + Retrieves respective offices mail from the Executive Office (3262) or the mailroom in HST B524 on a weekly basis. + Serves as the records liaison for the office and make recommendations for maintaining archives according to the Records Disposition Schedule (RDS). + Coordinates with the Bureau Records Coordinator on the file retirements that comply with the RDS. + Attends allowable training in records management and provides updates to the office. **Qualifications** + Two-year or four-year degree from an accredited college or university, or minimum of 5 years of relevant work experience. + Excellent communication skills. + Fluent in Spanish, Portuguese, or French. + Must display excellent writing skills (provide writing sample to COR). + Proficient in Microsoft Office Suite software (Outlook, Word, Excel-, Teams, 365 etc.). + Able to use MS word to edit text documents and create templates; capable in utilizing spreadsheets and formulas in Excel. + Excellent skills in written English and comprehension. + Must be proactive and work independently. + Must follow-up on requests in a timely manner. + Demonstrate experience supporting multiple clients in a fast-paced environment. + Must be easily adaptable to change. + Active Secret Clearance. **Pay Range** 39.29 - 44.29 **Benefits** SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.