Administrative Assistant III

United States Agency for Global Media (USAGM); Florida; On-site; USD 60,000 - 90,000; Full time

Job summary

USAGM seeks an experienced administrative professional to support C-suite and other senior leaders in Florida. The role manages calendars, screens communications, coordinates travel, and drafts responses, ensuring timely, accurate information flow across internal and external stakeholders.

Responsibilities include minute-taking, filing, coordinating meetings, de-conflicting schedules, and supporting budget and office services tasks as needed, with a focus on efficient operations and discretion.

Qualifications

• Experience supporting executives or senior leaders in a fast-paced environment.
• Strong organizational and time-management skills with attention to detail.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage executives' calendars and scheduling priorities.
• Screen and route calls, emails, and mail from internal and external contacts.
• Coordinate travel arrangements and itineraries.
• Take and distribute meeting minutes with accuracy.
• Draft responses to routine inquiries and support office services.

Skills

Calendar management

Meeting coordination

Travel arrangements

Communication

Tools

MS Office Suite

Job description

Primary Responsibilities:Acts as point of contact among OCB executives, employees, and other external government and non-government personnel.Manages the schedules and communication for designated senior leaders, including but not limited to receiving and screening all telephone calls, emails and mail correspondence, and other type of online/digital communication received from high-ranking government officials, congressional leaders, internal leadership and visitors from various organizational communities, media representatives, and others.Sets calendar priorities based on knowledge of commitments, including setting up, shifting, and refusing appointments independently. On invitations to important meetings or conferences, consults with designated executives and office staff to de-conflict any appointments. Develops and maintains long-range calendars.Collaborates closely with designated executives to understand and meet travel arrangement preference and priorities. Coordinates with USAGM Travel office to book flights, accommodations, schedule necessary meetings, and manage complex itineraries.Takes detailed minutes during meetings, ensuring clarity, comprehensiveness, and accuracy. Meeting notes should be distributed and/or retained as directed by assigned executive.Organizes and maintains the office filing system.Drafts responses to less complex inquiries, requests for information and requests for action; refer more complex requests to more senior staff members.Assembles and summarize information that requires limited research and analysis; assists in coordinating assigned office services, including budget and finance activities.Assists executive leaders with identifying project requirements, coordinating activities and resources across office operations, monitoring progress, and achieving objectives.Attains and applies basic domain-specific knowledge to support assigned executives in navigating their primary areas of responsibility.Performs other related duties, as assigned.