Executive Assistant III

$89,880 - $89,880/Yr

Cherokee Nation - Washington, DC

Full-time - Mid Level

Washington, DC

Executive, Legislative, and Other General Government Support

About the position

Cherokee Federal is seeking an experienced Executive Assistant III to support the EAP Directorate by managing a variety of administrative tasks, coordinating communication, and ensuring the smooth flow of information between offices. This position requires an active Secret clearance and the ability to obtain a Top Secret clearance to be considered. The ideal candidate will have over 10 years of administrative support experience, work with minimal supervision, and possess strong organizational skills. The Executive Assistant III will serve as the Special Assistant to the Director and Deputy Director of EAP, acting as the principal point of contact and liaison with the bureau's Office of the Assistant Secretary. This role is crucial in ensuring a seamless and timely flow of information, policy guidance, and advice between the EAP front office and the affected supervisors and members of the EAP staff. In this capacity, the Executive Assistant III will be responsible for ensuring the requisite clearance(s) and timely response by the responsible members of the EAP staff on formally tasked action items required by the Office of the Assistant Secretary. The role includes providing comprehensive administrative support, which encompasses making travel arrangements, managing office logistics, maintaining supply inventory, and performing other special administrative tasks as required by the Directorate. The Executive Assistant will also handle incoming and outgoing correspondence, ensuring that all communications are reviewed for neatness, accuracy, and proper handling, while maintaining related office chronological files. Additionally, the Executive Assistant III will assist with coordinating meetings, scheduling conference rooms, monitoring leave for staff personnel, and ordering supplies. The position requires the ability to receive and screen telephone calls and visitors, ensuring that necessary actions are initiated and completed promptly. The Executive Assistant will maintain the calendar for office management, prepare meeting briefs, record minutes from meetings, and serve as a T&A administrator. The role also involves maintaining a professional work area, ensuring that automation equipment is operational, and assisting with setting up conference calls and events. The Executive Assistant III will create standard operating procedures related to office administration and coordinate badge access for EAP employees. This position is integral to the continuous and smooth flow of information within the EAP Directorate, ensuring that the 1CA Director receives relevant information in a timely manner.

Responsibilities

• Serves as the Special Assistant to the Director and Deputy Director of EAP.
• Acts as EAP's principal point-of-contact/liaison with the bureau's Office of the Assistant Secretary.
• Ensures a seamless and timely flow of information, policy guidance, and advice between the EAP front office and the affected supervisors and members of the EAP staff.
• Ensures the requisite clearance(s) and timely response by the responsible members of the EAP staff on formally tasked action items required by the Office of the Assistant Secretary.
• Provides administrative support, including making travel arrangements, office logistics, supply inventory, and other special administrative support as required by the Directorate.
• Responsible for incoming/outgoing correspondence, reviews and distributes incoming correspondence to appropriate action officers or staff; collects and reviews outgoing correspondence for neatness, accuracy and proper handling and maintains related office chronological file.
• Escorts personnel as required.
• Establishes and maintains official files on specific subject matters.
• Assists with coordinating meetings, scheduling conference rooms, monitoring leave for staff personnel, ordering supplies, and other administrative duties.
• Works with the EAP Special 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 daily.
• Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
• Records minutes from meetings and prepares briefing materials.
• Serves as a T&A administrator; prepares and maintains T&A report.
• Maintains and monitors office leave schedule as directed by the COR and/or GTM.
• 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 (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 personnel to setup conferences requiring IT support.
• Assists with prepping conference rooms before and after social events and official events during the workday.
• Assists with setting up and cleaning up official office events.
• Creates standard operating procedures related to office administration.
• Updates office management information (seating charts, phone lists, welcome book, etc.).
• Coordinates badge access for EAP employees.
• Submits GSD Tracker/Ariba requests.
• Coordinates travel and processes vouchers for managers and ICA employees in E2.
• Provides back-up on Rhythmyx updates.
• Assists managers in evaluations process via the appropriate platform.
• Works with EAP's Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables.
• Manages the continuous and smooth flow of information, such as cables, correspondence, briefing papers, and memoranda.
• Ensures that the 1CA Director receives relevant information in a timely manner.
• Serves as the SharePoint site expert and works to improve accessibility, archives, and functionality; provides regular training and briefings on the use of SharePoint to manage paper flow to staff within and outside the Bureau.
• Provides Courier support services for passport.

Requirements

• Must have a high school diploma or GED.
• 10 plus years of administrative support or secretarial experience or an equivalent combination of education and experience is required.
• Must have an active Secret clearance and the ability to obtain a Top Secret clearance to be considered.
• Experience in SharePoint is preferred.
• Ability to work with relative independence and minimal supervision.

Nice-to-haves

• Experience with E2 task management and calendar management.
• Familiarity with Ariba and Rhythmyx systems.

Benefits

• 401(k)
• Employee assistance program
• Health insurance
• Vision insurance