OverviewThis position is located in USAID’s Bureau for Inclusive Growth, Partnerships, and Innovation (IPI), in the Office of Administrative Management Services (IPI/ AMS). IPI/AMS manages the core human resources and administrative management services functions of the Bureau. AMS advises Bureau leadership on strategic planning and workforce-management and identifies opportunities to gain efficiencies and improve operations.
The AMS Office has two Divisions: The Staffing and Workforce Management Division is responsible for managing recruitment and personnel actions for IPI, across multiple direct and non-direct hire mechanisms and the Logistics and Operations Division is responsible for managing all non-personnel matters for IPI including the AMS Office's OE and Program budgets, COOP, Space Management, Security and IT requests.
The incumbent provides general support to office programming, to include maintaining time and attendance records, administrative tasks, scheduling meetings and events, preparing and tracking program documents and correspondence, researching and ensuring compliance with rules and regulations, and providing customer service to diverse stakeholders. The Program Assistant may support one or more office awards or workstreams, helping to manage complex relationships and coordinate activities across one or more teams.
Responsibilities 1. Participates in and is the notetaker at staff meetings, and other relevant meetings as requested.
2. Assists in drafting, tracking, and finalizing correspondence, official briefing documents and other types of documents related to project and team management or operation, including executive and/or congressional correspondence, and coordination of regular email correspondence and updates to USAID staff, partners, and other contacts from USAID databases.
3. Maintains calendars and schedules appointments for the management team based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.
4. Reserves conference rooms or other appropriate facilities, prepares agendas, notifies participants, sets up needed equipment and assembles relevant background and informational materials.
5. Receives and directs inquiries (through email, phone, in-person, and other channels) to appropriate staff members.
6. Routes communications, including clearance of official correspondence, with bureaus and other operating units and responds to routine requests for information.
7. Coordinates clearance process for documents requiring clearance by management.
8. Supports and maintains shared team email in-boxes and team list-serves.
9. Maintains subject and/or project files (electronic and hard copies) for correspondence, program documents, and reports. Prepares files for storage or destruction as appropriate.
10. Assists in on-boarding new staff members and familiarizing them with office standards and procedures and/or participating in their on-the-job training.
11. Receives, tracks, and controls incoming actions, ensuring compliance with regulations and deadlines.
12. Assists with travel scheduling, vouchering, and reporting (in alignment with USAID processes and systems).
13. Provides backstopping support to other office support staff on an as-needed basis.
14. Assists by making photocopies, sending emails, and maintaining schedules as necessary.
15. Prepares packages for courier pickup.
16. Maintains address, telephone, file and receives, escorts, and announces visitors.
17. Performs other duties as assigned.
Qualifications● Up to three (3) years relevant experience with an Undergraduate (BA/BS) degree.
● Ability to conduct administrative and managerial duties with professionalism, minimal supervision, the highest level of confidentiality, and assertiveness.
● Proficiency in use of computer programs: Google Suite (GMail; Docs, Sheets, Slides, Calendar, Groups, Spaces, and Chat); Microsoft Office (Word, Excel, PowerPoint, SharePoint, Outlook).
● Highly organized, efficient, and detail oriented.
● Ability to juggle competing priorities.
● Ability to obtain and maintain a Secret Clearance.
Estimated Schedule:
● Remote work eligible
● Full- time 40 hrs
Place of Performance:
● Washington, DC and offsite
● Travel - Limited International and Domestic Travel
About HighlightFor over ten years, Highlight has provided Development and Modernization, Secure IT, and Mission Solution services to our federal government customers. Our team knows the technology; we understand how our customers and their stakeholders work; and we know how to implement industry best practices to deliver high-quality, end-to-end solutions that minimize risk and maximize results.
Since our inception, Highlight has had an employee-first mindset. Our mission is to provide employees with rewarding and impactful career opportunities. In 2021, Highlight’s founder, Rebecca Andino, implemented an Employee Stock Ownership Plan to embody and expand our culture of transparency, teamwork and rewarding the work of our employees. By becoming an ESOP, our employee-owners share in the success of the company through their ownership stake. To learn more about ESOPS, check out: www.esopinfo.org.
We’re an Equal Opportunity Employer (EOE) that empowers our people to fearlessly drive change - regardless of their race, color, religion, sex, gender identity, sexual orientation, national origin, disability, veteran status, or other characteristics. Our team is dedicated to foster diversity within our teams to promote creativity, innovation, and teamwork to deliver the best solutions for our customers.
To receive compensation and benefits information for this role, contact us or email us at [email protected] Please include the Req ID (this is at the top of the posting under the position title) in the subject line of the email.
Recruitment Fraud DisclaimerHighlight takes your security seriously. Please be aware that fraudulent actors may attempt to circulate fictitious job opportunities and impersonate our recruiters. The main purpose of these correspondences is to obtain privileged information from individuals.
To protect yourself, keep the following in mind:
- All emails will come from an official @highlighttech.com or @talent.icims.com email address.
- We will never request payment or personal financial information during the recruitment process.
- We will not send job offers via email. All offers are first extended verbally by a member of our recruitment team whenever possible, and then followed up via written communication through official channels.
If you suspect fraudulent activity or have any doubts about the authenticity of an email, letter, or telephone communication supposedly from, for, or on behalf of Highlight, please contact our team directly at [email protected].
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