Job Title: Executive Administrative Coordinator / Staff Assistant
Clearance: Secret
Position Summary
We are seeking a detail-oriented and highly organized Executive Administrative Coordinator / Staff Assistant to support the Deputy Assistant Secretary (DAS) and Managing Directors (MDs) in managing headquarters operations for Passport Services (PPT). The role involves coordinating executive communications, managing document clearance processes, tracking taskers, and ensuring the timely and accurate flow of information across Consular Affairs, Department offices, and federal agencies.
The successful candidate will be responsible for managing SharePoint and electronic tasking systems, reviewing official documents for completeness and compliance, coordinating meetings, maintaining records, and supporting executive-level administrative operations in a fast-paced government environment.
Key Responsibilities
- Review and analyze incoming memoranda, submissions, reports, and other official documents, determining appropriate distribution and routing.
- Manage SharePoint and Electronic Tasking System (ETS) assignments, ensuring taskers are routed to the appropriate divisions and required clearances are obtained before escalation to senior leadership.
- Distribute Consular Affairs Front Office (CA/FO) taskers, memoranda, and official documents to Passport Services (PPT) offices to collect information, input, and required clearances.
- Review documents for completeness, accuracy, grammar, formatting, and alignment with Department of State and Consular Affairs guidelines.
- Track and monitor document clearances across SharePoint, email, and Microsoft Teams, following up on overdue, urgent, and short-deadline assignments.
- Coordinate information flow between PPT leadership, CA/FO, other Department offices, and federal agencies.
- Maintain official records by filing signed memoranda in unclassified and sensitive document libraries and updating SharePoint and CAWeb repositories.
- Manage executive calendars, schedule meetings, coordinate appointments, and support leadership communications through Microsoft Outlook.
- Conduct research on applicable regulations, policies, and procedures, using independent judgment to support program effectiveness and operational efficiency.
- Participate in weekly CA/FO meetings concerning updates and changes to document clearance systems and processes.
- Provide Special Assistant support when the designated government Special Assistant is unavailable.
- Train working-level staff and PPT headquarters administrative personnel on task management, document routing, and clearance procedures.
Required Qualifications
- Bachelor's degree from an accredited institution.
- Minimum of 2 years of relevant professional experience in administrative support, executive coordination, document management, task management, or a related field.
- Proficiency in Microsoft Office applications, particularly SharePoint and Outlook.
- Strong written communication, proofreading, editing, and document review skills.
- Ability to draft and refine professional communications for diverse audiences.
- Familiarity with document clearance workflows, task tracking, and formal government correspondence is highly desirable.
- Strong organizational, analytical, and follow-up skills, with the ability to manage multiple priorities and meet tight deadlines.
- Excellent interpersonal and coordination skills to work effectively across teams and organizations.
- Demonstrated judgment, initiative, discretion, and the ability to work independently as well as collaboratively.
Key Skills
Executive Administrative Support, Staff Assistance, SharePoint, Microsoft Outlook, Microsoft Office, Document Management, Tasker Management, Document Clearance, Government Correspondence, Proofreading and Editing, Calendar Management, Meeting Coordination, Records Management, Executive Communications, Cross-Functional Coordination, Deadline Management.
Ideal Candidate Profile
The ideal candidate is proactive, detail-oriented, and comfortable managing multiple concurrent assignments in a deadline-driven environment. They should be skilled at coordinating information across multiple stakeholders, maintaining accurate records, ensuring document quality, and supporting senior leadership with professionalism and discretion.
