Executive Secretary V - Washington, DC

VetJobs; Washington (District of Columbia); On-site; USD 104,000 - 118,000; Full time

Job summary

Tuvli is seeking an Executive Secretary V to provide professional support services to the Department of State’s Bureau of Consular Affairs-Front Office. This on-site role is based in Washington, DC.

The position involves managing complex correspondence, SharePoint administration, and strategic communications, while coordinating with senior officials and external stakeholders to advance policy initiatives.

Qualifications

• Master’s Degree preferred; Bachelor’s Degree required.
• 5+ years’ work experience in the Bureau of Consular Affairs or related field.
• 5+ years’ professional experience in governmental affairs, public affairs, or strategic communications.
• 3+ years supervisory experience.
• Advanced knowledge of SharePoint and Microsoft Office suite.
• Superior organizational, communication, writing, and editing skills.
• Demonstrated ability to draft and edit strategic communication materials for senior audiences.
• Strong organizational, interpersonal, coordination, and communication skills.
• Proven leadership and supervisory skills, including mentoring and training staff.
• Strong analytical skills; ability to interpret and apply complex regulatory materials.
• Ability to coordinate effectively with senior Department officials and external stakeholders.
• Ability to manage multiple high-priority tasks under pressure.
• Commitment to maintaining composure and objectivity in stressful situations.
• Active Secret Clearance.

Responsibilities

• Manage the processing and quality assurance of all forms of correspondence, ensuring consistency with Department standards.
• Assist CA/P S Administrative Assistants and Management Analyst in managing deadlines and deliverables.
• Serve as the principal administrator for the CA/P SharePoint site, developing advanced workflows and ensuring compliance.
• Analyze and prioritize memos and reports, providing strategic recommendations to senior leadership.
• Direct the clearance process for high-priority items with timely responses from CA/P staff.
• Coordinate with CA Front Office and other bureaus to support policy and communications initiatives.
• Lead development and clearance of media guidance, talking points, and messaging campaigns.
• Prepare and review complex briefing materials for senior officials.
• Edit internal policy and operational documents; draft high-level correspondence.
• Prepare, compile, and synthesize input for weekly activity reports and strategic documents.
• Advise the CA/P Director on emerging issues and actions.
• Serve as SharePoint and digital communications expert; train staff and external partners.
• Assist with HR functions including hiring and onboarding.
• Manage flow of inquiries from congressional offices and White House.

Skills

SharePoint

Microsoft Office

Organizational skills

Communication

Editing

Leadership

Supervisory skills

Analytical skills

Interpersonal skills

Coordination

Ability to manage multiple tasks

Active Secret Clearance

Education

Bachelor's degree

Master's degree

Tools

SharePoint

Microsoft Office

Job description

Our organization works with partner companies to source qualified talent for their roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. Unless specifically stated otherwise, this role is 'On-Site' at the location detailed in the job post.

ATTENTION MILITARY AFFILIATED JOB SEEKERS

Job Description

Tuvli is looking for an Executive Secretary V to provide professional support services to Department of State's bureau of Consular Affairs-Front Office.

Responsibilities

• Manage the processing and quality assurance of all forms of correspondence, including cables, memorandums, letters, and briefing papers, ensuring consistency with Department standards.
• Assists CA/P S Administrative Assistants and Management Analyst in managing complex internal tasks, deadlines, and deliverables.
• Serve as the principal administrator for the CA/P SharePoint site, developing advanced workflows, managing permissions, and ensuring compliance with Departmental guidance.
• Analyze and prioritize incoming memos, submissions, and reports, providing strategic recommendations to senior leadership.
• Direct the clearance process for high-priority action items, ensuring timely and accurate responses from CA/P staff.
• Coordinate closely with the CA Front Office, all CA directorates, other Department bureaus, and 7th floor staff to facilitate top-level policy and communications initiatives.
• Lead the development and clearance of media, press guidance, talking points, congressional engagement, social media, and messaging campaigns to protect U.S. citizens and secure America's borders.
• Prepare and review complex briefing materials for senior officials, including public presentation outlines and strategic reports.
• Edit internal policy and operational documents; draft high-level correspondence and reports.
• Prepares, compile and synthesize input from CA/P for weekly activity reports and other strategic documents.
• Advise the CA/P Director on emerging issues and recommend actions on matters requiring immediate attention.
• Serve as the bureau’s SharePoint and digital communications expert, providing advanced training and briefings to staff and external partners.
• Assists in developmental, leadership, and training initiatives for CA/P staff.
• Assist with HR functions in coordination with the Deputy Director, including hiring, onboarding, personnel actions, and bidding.
• Manage the flow of complex inquiries from congressional offices, other bureaus, and the White House, ensuring accurate routing, drafting, and clearance.

Secondary/Backup Duties

• Review time and attendance records and oversee leave and rotation planning for the office.
• Manage office-wide email distribution lists, organizational calendars, and internal communication channels.
• Oversee onboarding and offboarding processes, ensuring seamless transitions for staff and coordination with IT and HR.
• Supervise office supply management and automation equipment maintenance.
• Reviews travel authorizations and vouchers; oversee travel planning and compliance.
• Lead coordination of high-profile meetings, seminars, and conferences, both domestically and overseas.
• Develop and maintain strategic stakeholder contact lists, including diaspora groups, industry leaders, media, and congressional offices.
• Oversee newsletter and email distribution list management, ensuring effective outreach and communication.
• Review and approve meeting minutes and ensure follow-up on action items.

Minimum Education Required

Bachelors

Qualifications

• Master’s Degree preferred; Bachelor’s Degree required.
• 5+ years’ work experience in the Bureau of Consular Affairs or related field.
• 5+ years’ professional experience in governmental affairs, public affairs, or strategic communications.
• 3+ years supervisory experience.
• Advanced knowledge of SharePoint and Microsoft Office suite.
• Superior organizational, communication, writing, and editing skills.
• Demonstrated ability to draft and edit strategic communication materials for senior audiences.
• Strong organizational, interpersonal, coordination, and communication skills.
• Proven leadership and supervisory skills, including mentoring and training staff.
• Strong analytical skills; ability to interpret and apply complex regulatory materials.
• Ability to coordinate effectively with senior Department officials and external stakeholders.
• Ability to manage multiple high-priority tasks under pressure.
• Commitment to maintaining composure and objectivity in stressful situations.
• Active Secret Clearance.

Pay Range

$50.00

City*

Washington

State*

District of Columbia

Job_Category

Operations

Job Code

Operations_ Specialist

Affiliate Sponsor

Akima