Executive Assistant (Assistant Administrator) (USAID/ASIA)

at  ZemiTek LLC

Who We Are:
ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.
Position Description:
ZemiTek is seeking an Executive Assistant to provide administrative and logistical support and expertise to the United States Agency for International Development (USAID), Asia Bureau Front Office. The Executive Assistant directly supports the Front Office of the Bureau for Asia, performing a variety of routine and complex administrative and analytical duties. These duties include maintaining and directing office correspondence, managing the Bureau leadership’s meetings, coordinating efforts of technical personnel and Bureau leadership, as well as collecting and compiling information and data from various USAID bureaus and offices. The Executive Assistant must be comfortable managing multiple, competing tasks and performing these duties in a fast-paced environment under pressure for multiple principals in the Bureau. Applicants should possess a working knowledge of USAID and its corporate procedures, policies, and guidelines. The position will be temporarily remote but expected to return to office in Washington, D.C. once indicated. The start date is immediate.
The Bureau for Asia’s Front Office directs and supervises the Bureau, reviewing programs and allocating resources among the Bureau’s offices. The Front Office has the ultimate responsibility for the quality of the Bureau’s programs and capacity of its offices. It provides leadership on programmatic initiatives and activities, ensuring they complement the broader goals of USAID and are compliant with legislation and Agency regulations.
Location: Washington D.C.
Position Type: Full-Time (Hybrid, 3 days in the office)
Salary Range: The annual salary range for this role is $71,458 - $78,214 a year with the starting salary determined based on candidate’s knowledge, skills, experience, and education, in addition to budget availability.
Clearance: Active secret level clearance
Our application process is quick and easy.
Responsibilities:

As an Executive Assistant, you will directly support the Assistant Administrator (DAA) of the Bureau for Asia (or similar). Tasks and responsibilities include:

• Provide administrative and office support for assigned supervisor/manager or senior staff member;
• Perform office administrative functions such as receiving, answering and routing telephone calls, setting up and maintaining alphabetical, numerical and/or subject files, maintaining calendars and coordinating meeting times, scheduling conferences and conference room facilities, booking off-site meeting locations, sending out invitations and keeping track of responses, creating and distributing meeting agenda, taking minutes during meetings and distribute them to attendees as appropriate and logistical arrangements for meetings and conferences;
• Manage the transmittal of incoming and outgoing memos;
• Research and obtain information for routine and moderately complex reports and special assignments;
• Coordinate travel arrangements for the DAA (or similar);
• Coordinate the routing of documents/memos through the approval chain, following up on pending details, and ensuring deadlines are met;
• Provide records maintenance and other duties as assigned related to area(s) of responsibility;
• Maintain supplies for the front office, proactively coordinate with the Administrative Management Staff (AMS) to restock items that may be in short supply or out of stock;
• Work with the AMS Office to ensure IT and all other office equipment is functioning properly, updated as needed, and/or clean and presentable;
• Help ensure timecards are processed on time;
• Support USAID coordination efforts with other donors, NGOs, civil society groups, government officials, and other actors as needed;
• Maintain awareness of events and programs in which the DAA or other senior staff member(s) are involved to ensure consistency in communications and tasking requests;
• Maintains awareness of the other Agency leadership’s calendars, events, and programs to work directly with other Agency Front Office staff and ensure regular dialogue and sharing of information;
• Edit for form and style to ensure documents are grammatically correct. Make recommendations for additional clearances or changes to classification, as appropriate.

Qualifications:

• Masters degree and two (2+) years experience or Bachelor’s degree and three (3) years of professional office experience.
• Proficiency in the use of Microsoft Office, Internet, and e-mail applications (Google/Outlook) is required.
• Experience in the use of database applications is required.
• Active secret-level security clearance
• Experice with Government travel, preferred E2 experience.

Preferred Requirements:

• Knowledge of US Government administrative procedures
• A team player with the ability to learn quickly, with minimal guidance
• Excellent written and oral communication skills
• Superior organizational skills
• Expert multi-tasker and experience managing multiple tasks at once

Meet ZemiTek: Here is an inside look of who we are and what we do.
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Compensation and benefits are fundamental to any career decision. That’s why at ZemiTek we design our benefits packages to reflect the importance of the work we do for our customers. Our employment benefits include, competitive compensation, health and wellness programs, income protection, paid personal, parental, and medical leave, retirement plans with employer match and immediate vesting, among many other perks.
What We Believe:
ZemiTek is an equal opportunity employer where an applicant’s qualifications are considered for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or expression, national origin, genetic information, veteran status, disability, or any other basis prohibited by law.
ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@zemitek.com.
ZemiTek embraces diversity, equity, and inclusion and strives to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions.

• Provide administrative and office support for assigned supervisor/manager or senior staff member;
• Perform office administrative functions such as receiving, answering and routing telephone calls, setting up and maintaining alphabetical, numerical and/or subject files, maintaining calendars and coordinating meeting times, scheduling conferences and conference room facilities, booking off-site meeting locations, sending out invitations and keeping track of responses, creating and distributing meeting agenda, taking minutes during meetings and distribute them to attendees as appropriate and logistical arrangements for meetings and conferences;
• Manage the transmittal of incoming and outgoing memos;
• Research and obtain information for routine and moderately complex reports and special assignments;
• Coordinate travel arrangements for the DAA (or similar);
• Coordinate the routing of documents/memos through the approval chain, following up on pending details, and ensuring deadlines are met;
• Provide records maintenance and other duties as assigned related to area(s) of responsibility;
• Maintain supplies for the front office, proactively coordinate with the Administrative Management Staff (AMS) to restock items that may be in short supply or out of stock;
• Work with the AMS Office to ensure IT and all other office equipment is functioning properly, updated as needed, and/or clean and presentable;
• Help ensure timecards are processed on time;
• Support USAID coordination efforts with other donors, NGOs, civil society groups, government officials, and other actors as needed;
• Maintain awareness of events and programs in which the DAA or other senior staff member(s) are involved to ensure consistency in communications and tasking requests;
• Maintains awareness of the other Agency leadership’s calendars, events, and programs to work directly with other Agency Front Office staff and ensure regular dialogue and sharing of information;
• Edit for form and style to ensure documents are grammatically correct. Make recommendations for additional clearances or changes to classification, as appropriate