Administrative Assistant - Washington DC

VetJobs; Washington (District of Columbia); Hybrid; USD 65,000 - 85,000; Full time

Job summary

All Native Group in Washington, DC, seeks an Administrative Assistant / Senior Administrative Professional to support the Office of the Legal Adviser (L) for the U.S. Department of State. The role manages executive calendars, correspondence, and office operations for a high‑level policy office.

Requirements include U.S. citizenship with a Secret clearance, 8–10 years of administrative experience, and a high school diploma (BA/BS preferred).

Qualifications

• 8–10 years of increasingly responsible administrative/receptionist experience.
• High school diploma or equivalent required; BA/BS preferred.
• Must be a US citizen with an active SECRET clearance.
• Excellent written communication and calendar management skills.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint).

Responsibilities

• Composes correspondence and prepares materials for the executive's meetings.
• Manages executive calendars and schedules meetings and appointments.
• Prepares reports, summaries, and replies to inquiries.
• Serves as office manager for the executive's organization and coordinates inter‑agency meetings.
• Answers inquiries and interfaces with DOS management and senior officials.

Skills

Calendar management

Executive communications

MS Office

Administrative support

Written communication

Discretion/judgment

Education

High school diploma

BA/BS preferred

Tools

Microsoft Office Suite

Job description

Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers.

Summary

All Native Group is seeking an Administrative Assistant / Senior Administrative Professional to support the Office of the Legal Adviser (L), U.S. Department of State, in Washington, DC. L advises and represents the Department on all international and domestic legal policy issues connected with U.S. foreign policy and is made up of 26 legal offices that rely on professional administrative and records support. The Administrative Assistant serves as the forward face of the office, manages executive calendars and correspondence, and acts as office manager for the executive's organization. Candidates must be U.S. citizens with a Secret security clearance.

Essential Functions

• Composes correspondence on administrative matters and general office policies for the executive's approval, based on knowledge of the executive's views.
• Anticipates and prepares materials the executive needs for conferences, correspondence, appointments, meetings, and telephone calls.
• Reads publications, regulations, and directives, and acts on or refers items important to the supervisor and staff.
• Prepares special or one-time reports, summaries, and replies to inquiries using information drawn from reports, documents, correspondence, and other offices.
• Establishes appointment priorities; schedules, reschedules, or declines appointments and invitations; arranges for staff to represent the organization at conferences and meetings.
• Reviews outgoing correspondence for the executive's approval and alerts writers to conflicts with the file or departures from policy or the executive's viewpoints.
• Summarizes incoming materials, gathered information, and meetings; notes commitments made by the executive and arranges for staff implementation.
• In the executive's absence, ensures requests for action or information reach the appropriate staff member and decides whether the executive should be notified of important or emergency matters.
• Acts as office manager for the executive's organization: identifies when new procedures are needed, devises and implements alternatives, and revises procedures to eliminate conflict or duplication.
• Prepares conference agendas, explains discussion topics to participants, and develops background information and outlines for speeches.
• Serves as the forward face of the organization: receives and escorts guests, answers phone and email inquiries, and interfaces with DOS management, Executive Directors, senior contractor personnel, and high-ranking outside officials (e.g., state or city officials, members of Congress).
• Advises secretaries in subordinate offices on new procedures and requests information from subordinate offices for conferences, reports, and inquiries.
• Compiles and maintains records of business transactions and office activities; opens and routes incoming mail, answers correspondence, and prepares outgoing mail.
• Attends weekly program management meetings and inter-agency meetings; processes program documents and produces program reports; performs miscellaneous audits.
• Develops and maintains program databases and master files; instructs mid-level administrators and program users on procedures and policies.
• Produces special projects, including electronic time and attendance and travel arrangements in the electronic travel system; serves as a unit security officer.
• Receives training requests, develops training rosters, assembles training materials, sets up the training room, and conducts one-on-one training sessions.
• Provides administrative support to program managers on specific Department programs and projects.

Competencies

• Excellent customer service and multi-tasking skills.
• Advanced writing skills to compose difficult, detailed correspondence and recommend updates to department documents.
• Ability to manage dynamic calendars for management, including event planning with external vendors.
• Proficiency in the Microsoft Office Suite, including Excel, Word, and PowerPoint; intermediate to advanced knowledge of two or more Microsoft Office/PC applications.
• Working knowledge of email and office equipment (fax, phone, copier, etc.).
• Ability to learn and apply an advanced understanding of a large, complex organization, its functional policies and processes, and its customers.
• Sound judgment and discretion in handling complex contacts with senior internal and external officials.

Supervisory Responsibility

No formal supervisory responsibility. The role shifts clerical staff to accommodate workload needs and advises secretaries in subordinate offices on new procedures.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

Position Type/Expected Hours of Work

This is a full-time position (1,920 hours per year). Typical days and hours of work are Monday through Friday, 8:15 a.m. to 5:00 p.m., with a 45-minute unpaid lunch. Overtime is not authorized. Telework or an alternate work schedule may be available subject to COR approval.

Travel

No travel is required for this position.

Experience

8–10 years of increasingly responsible administrative/receptionist experience.

Education

High school diploma or equivalent required; BA/BS preferred.

Additional Eligibility Qualifications

Candidate must demonstrate the ability to complete tasks in creative and effective ways.

Security Clearance

Must be a US Citizen with an active Secret clearance.

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

AAP/EEO Statement

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Certificates/Security Clearances/Other

Security Clearance

Must be a U.S. citizen. Must possess or be able to obtain/maintain a SECRET security clearance.

City

Washington

State

District of Columbia

Job_Category

Management

Job Code

Contract Specialist

Affiliate Sponsor

All Native

Salary Range

Not Disclosed