Administrative Professional - Front Office

CeLeen, an operating firm of Command Holdings, is seeking an Administrative Professional to support USAID’s newly-formed Bureau for Democracy, Human Rights, and Governance (DRG).

The Administrative Professional must have the capacity to act independently and proactively to anticipate the needs of a complex organizational unit. They will be responsible for providing operations support and general administrative duties supporting the Bureau's leadership in the effective coordination, communication, and implementation of its program portfolio by supporting the Bureau’s over 90 staff members. The incumbent must have strong communication and coordination skills, as well as a strong sense of responsibility and a high customer service standard. They will maintain lists and follow-up on all actions, be highly organized, pay close attention to detail, have excellent proofreading skills, and be able to multitask well. They must demonstrate sound judgment and excellent interpersonal and teamwork skills. The Administrative Professional will face situations that require an ability to manage a variety of complex taskings under extremely short deadlines.

Responsibilities may include but are not limited to:

• Manage Senior Leadership and overall departmental location calendars and ensures coverage for key meetings.
• Work directly with DRG leadership (senior GS, FS, and political appointee) to ensure they are prepared for meetings and deadlines, including tasking staff to prepare briefers, talking points, and other papers as well as managing tasker deadlines.
• Ensure accuracy of information and provide program support by assembling and preparing charts, data, and reports.
• Support a range of regular tasks as needed by the DRG Front Office that include scheduling; preparing briefing materials; taking notes at meetings; preparing clearances; executive secretary functions; administrative tasks; travel support; set-up for meetings and all-hands events; support to working groups and special projects.
• Plans and manages travel for DRG leadership. This includes; E2 set up, hotel, flights, ECC, vouchers, visa, UTRAMS, budget estimates and security clearance transfers.
• Serve as the point of contact concerning administrative issues and provide advice and guidance to DRG leadership on questions and matters related to the administrative services provided at the DRG.
• Coordinate, assemble, and finalize correspondence such as action memos, executive correspondence, procurement documents, and all memoranda that flows to DRG leadership.
• Maintain and update office tracking documents/systems in relation to supporting the management of the DRG’s office operations, memoranda, correspondence (which includes logging a central correspondence tracker), and support to Center teams in the setting up and/or maintenance of official files.
• Support DRG’s management of and compliance with agency deadlines and taskers, and maintains official files according to agency regulations.
• Undertake, perform and monitor established administrative management requirements, including coordination of DRG team compliance with Agency records management file plans.
• Determine pertinent issues and collect relevant information from a variety of sources in adherence to Agency guidelines, policies and regulations.
• Manages timekeeping process for DRG leadership.
• Perform other related duties as assigned.
  

Expected salary range: $70,000-$85,000

Work Environment:

• Moderate noise (i.e. business office with computers, phone and printers) and /or occasional Loud noise (airfield, large equipment).
• Ability to sit at a computer terminal for an extended period of time.

Physical Demands:

• While performing the responsibilities of the job, the employee is required to sit, stand, talk, and hear.
• Employee is often required to sit and use their hands and fingers to operate a computer.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Travel:

• 0-10% / Minimal travel.
  

CeLeen, an operating firm of Command Holdings, a Pequot company, is a tribally-owned firm providing management consulting services to U.S. government agencies.

Pursuant to PL 93-638, as amended, preference will be given to qualified Native Americans and spouses in all phases of employment.

At CeLeen, our employees are the embodiment of our success as a firm. Our team is comprised of a tenacious group of diverse professionals located across the globe. It includes military veterans and spouses of active duty troops, former federal employees, policy experts, academics, attorneys, and technical and business experts, all of whom share a strong work ethic and the skills to succeed in both collaborative and independent environments. Celeen is invested in the long-term success of both our clients and colleagues for the right reasons. Our dedication to putting good government into practice is underpinned by a merit-based culture that measures success by productivity and credibility.

CeLeen will provide reasonable accommodations to applicants who are unable to utilize our online application system due to a disability. Please send your request toHR at [email protected].

CeLeen is an Equal Opportunity Employer – we do not discriminate based on age, race, national or ethnic origin, gender, veterans status, disability, sexual orientation, gender identity or any other legally protected class. Applicants have rights under Federal Employment Laws: Equal Employment Opportunity and Employee Polygraph Protection Act.

CeLeen's Affirmative Action Program is available to any employee or applicant for employment for inspection upon request, to the extent required by federal regulations. The Affirmative Action Program can be accessed during normal business hours by making an appointment with HR at [email protected].

Requirements

Basic Qualifications

• Bachelor’s Degree.
• Current, active Secret security clearance.
• Experience working at USAID or the Department of State or other Federal Agency.
• 2-4 years of executive level experience in an administrative setting, supporting executive level professionals with the knowledge and skills necessary to perform assigned duties.
• Experience implementing and managing communications, documents, scheduling, and administrative support duties in a large organization.
• Demonstrated ability to effectively communicate both orally and in writing, showing a high attention to detail.
• Outstanding communication skills, influencing abilities, and client focus.
• Professional proficiency in English is required.
• Demonstrated proficiency in using all Microsoft Office applications.
• Applicants must be currently authorized to work in the United States on a full-time basis. CeLeen will not sponsor applicants for work visas for this position.

Preferred Qualifications

• Experience coordinating clearances for memos, correspondences and other documents, and routing to appropriate personnel.
• Experience using Google suite (Gmail, Calendar, Documents, Sheets, or Google Drive).
• Experience in Federal Travel Management/Regulations.
• Experience with procuring travel orders, understanding federal regulations, country clearances, processing travel vouchers, and securing diplomatic passports & Visas.

Benefits

CeLeen offers a competitive benefits plan including:

• Health, Dental, and Vision Insurance
• Flexible Spending Accounts
• Life and Disability Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Pet Insurance

Eligibility requirements apply.