Executive PMO Coordinator & Administrative Specialist

Cape Fox Corporation; Washington (District of Columbia); Hybrid; USD 100,000 - 110,000; Full time

Benefits offered by this job

Company holidays

Paid time off

Health insurance

Dental insurance

Vision insurance

Life and disability insurance

Tuition reimbursement

401K with company match

Job summary

Cape Fox Corporation seeks a Program Assistant to support the DOS NEA-SCA Joint Executive Office, providing program management and executive-level administrative support to Post Management Officers, ambassadors, and NEA leadership from the Truman Building in Washington, DC, with remote/telework as needed.

This exempt role includes coordinating TDY travel, drafting memoranda and correspondence, managing calendars, and handling complex scheduling and information flows across multiple offices.

Responsibilities

• Receive, screen, schedule, and refer calls and visitors from the public, the Department, and other agency personnel; independently develop and fully coordinate scheduling and appointment requests on behalf of PMOs and senior officials, including ambassadors
• Schedule appointments and make commitments for PMOs to attend meetings, luncheons, and similar events; reserve rooms and telephone/video conference lines; send invitations, confirmations, and reminders; and update all parties when changes are necessary
• Draft and maintain detailed consultation schedules for visitors and NEA customers, including incoming ambassadors and other senior leaders, and share continually updated schedules with the appropriate stakeholders
• Facilitate TDY travel of SCA staff to NEA posts by coordinating passport and visa applications, travel authorizations, country clearance requests, travel vouchers, and related paperwork in accordance with U.S. Government and Department of State travel regulations, using Department systems such as E2 Solutions and ECC
• Maintain close professional contacts with NEA desk officers and the NEA Front Office to facilitate urgent passport and visa requests
• Develop and execute small projects, such as data compilation and the organization of large meetings; independently complete project- and responsibility-related tasks, seeking guidance when needed
• Develop and maintain professional relationships with counterparts in other State Department offices, including the desk officers for all NEA countries, to facilitate meeting management and problem-solving
• Prepare memoranda for senior Department officials on management- and operations-related issues; track and support the clearance of those memoranda and coordinate all lateral clearances required for approval
• Process and review all incoming and outgoing letters, memoranda, and related correspondence; compose and edit letters, reports, and general office memoranda for publication/distribution on behalf of the seven NEA PMOs; prepare and maintain public presentation outlines; and develop standard or one-of-a-kind letters in response to inquiries
• Represent the office and take notes at in-person, telephonic, and video meetings with multiple offices; digest complex subject matter and produce clean, clear, and concise written and oral summaries, draft e-mails, notes, and memoranda from scratch, following up for clarification as needed
• At PMO direction and in coordination with overseas Department of State staff, draft correspondence, cables, action memos, and appointment requests for ambassadors and other embassy leadership meeting with senior Department officials in Washington, DC
• Maintain accurate e-mail distribution lists for SCA Embassy Front Offices and Management Officers overseas, NEA-SCA/EX PMOs, clearances, and taskers; maintain PMO-related rosters, organizational charts, task forces, and lists
• Coordinate PMO document control management and archives on SharePoint and office shared drives; quickly learn other proprietary office systems for knowledge management and to facilitate the clearance process for formal memoranda within the Department
• At PMO direction, send e-mail requests for information to various offices and overseas embassies to maintain up-to-date information and files
• Independently handle the professional production and collation of hard-copy bureau documents for VIP customers, including ambassadors; assist PMOs in compiling and obtaining clearances for briefing materials for the interagency, Seventh Floor principals, the NEA Front Office, Congressional delegations, the OIG, GAO, and other high-level visitors; and assist PMOs in researching answers to specific bureau questions
• Work with PMOs and embassy officers to review regular reports and data sources to analyze trends in management, operations, and budgets
• Facilitate processing of official photo shoots for senior officials and badge renewal requests for authorization by NEA/EX officers
• Facilitate a smooth and warm welcome, introduction, and onboarding for new PMOs and other NEA staff joining the office, whether temporarily or permanently
• Assist other NEA-SCA/EX staff in coordinating requests, orders, and receipt of administrative and desk supplies; maintain office files, electronic or hard copy, as required
• Other duties as required by the team and/or assigned by NEA-SCA/EX leadership

Job description

Cape Fox Corporation seeks a Program Assistant to support the DOS NEA-SCA Joint Executive Office, providing program management and executive-level administrative support to Post Management Officers, ambassadors, and NEA leadership from the Truman Building in Washington, DC, with remote/telework as needed.

This exempt role includes coordinating TDY travel, drafting memoranda and correspondence, managing calendars, and handling complex scheduling and information flows across multiple offices.