Executive Secretary V

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

To join our team of outstanding professionals, apply today!

Responsibilities

• Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Opens, sorts and distributes incoming correspondence, including faxes and email.
• Prepares responses to correspondences containing routine inquiries.
• Files and retrieves documents, records, and reports.
• Greets all personnel entering CA/FO and escorts personnel as required.
• Makes travel arrangements for FO management, utilizing E2.
• Submits Time and Attendance reporting for FO personnel and maintain all T&A supporting documents for FO personnel.
• Assists with coordinating meetings, scheduling conference rooms, ordering supplies, and other administrative duties.
• Works with CA's Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.
• Receives and screens telephone calls and visitors; follows up to ensure necessary action is initiated and subsequently works to assure that such action is completed as quickly as possible, as applicable and appropriate.
• Enters all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.
• Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management on a daily basis.
• Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
• Records minutes from meetings.
• Performs other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned.
• Maintains work area in a professional manner at all times (work area must be clean, presentable, and organized, per COR guidance).
• Ensures automation equipment is operational (paper in the copier/fax machine, changes out printer ink cartridges, calls in work orders).
• Assists with setting up conference calls, coordinating with IT personal to setup conferences requiring IT support.
• Assists with prepping conference rooms before and after social events and official events during the workday.

• 2+ years of experience of related experience.
• Active Secret Clearance.
• Knowledge of Microsoft Office software (Excel, Word, PowerPoint, Access, etc.).
• Excellent organizational, communication and writing skills.
• Excellent customer service skills, including customer needs assessments, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to interact effectively with others in particular, colleagues and personnel at various Department levels.