Front Office Assistant

Job Description

Macfadden, a PAE company, is seeking a Front Office Assistant. This position will provide support to USAID’s Bureau of Democracy, Conflict and Humanitarian Assistance (DCHA). The Front Office Assistant (FOA) shall have the capacity to act independently and proactively anticipate the needs of the DCHA Deputy Assistant Administrator. The incumbent will be responsible for overseeing daily administrative operations, providing administrative assistance, and completing priority taskers for the DAA and Front Office senior management. The FOA will also be responsible for providing backup support to the other DCHA FO Admins such as coordinating travel, special events, and other projects as needed.

EDUCATION, EXPERIENCE AND SKILLS

Education: Bachelor’s degree required.

Experience: Minimum 3 years of program support or administrative work experience, preferably within the humanitarian, U.S. Government, or related field.

Skills: Exceptional attention to detail and ability to multi-task. Excellent communication skills; oral and written. Proven team work and interpersonal skills.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored clearance.

ESSENTIAL FUNCTIONS

• Manage schedule for DCHA/DAA and Front Office senior management staff
  • Organize and confirm appointments, manage calendar
  • Maintain daily appointment books with detailed meeting information
  • Prepare materials for daily schedule
  • Ensure timeliness of scheduled activities
• Organize preparation and materials for meetings and events
  • Assemble briefers and background materials with key high level personnel
  • Work with appropriate DCHA Divisions and USAID Offices on talking points and meeting preparation materials
  • Ensures consistency throughout the organization and clarity on briefing materials and talking points
• Draft emails and correspondence for senior management response
  • Assists in managing email flow, ensuring that critical messages and outreach are read and responded to promptly by appropriate members of DCHA Senior Staff Group (Director, Deputy Directors, and Division Chiefs)
  • Take notes of key meetings, including weekly DCHA Senior Staff meeting, capture action points, and coordinate follow-up as needed for DCHA Senior Management (Director and Deputy Directors)
• Develop and maintain broad level awareness of organization’s major ongoing priorities
• Coordinate special projects and events with, and in support of, other DCHA offices/divisions
• Coordinate tasker assignments and routing of various documents/memos through the clearance process, following up on pending details and ensuring deadlines are met
• After-hours duty may be required periodically in support of the DCHA DAA, Director/Deputy Directors clearance/response to high profile/level urgent taskers
• Coordinate travel requirements and coverage for DAA, Director and Deputy Directors; in coordination with the travel team, prepare travel itinerary, prepare visa applications, and prepare country clearance requests
• Manage administrative logistics and requirements in direct support of DCHA Director and Deputy Directors
• Update email distribution and emergency contact lists
• Provide general guidance regarding questions and matters related to the administrative services
• Manage special projects and ad hoc requests as assigned
• Other duties as assigned by DAA, Director/Deputy Directors of DCHA

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.The employee is occasionally required to reach with hands and arms.Specific vision abilities required by this job include close vision.The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

About the Organization

Macfadden is now part of PAE. Founded over 30 years ago, Macfadden has provided federal agencies with critical on-the-ground support to U.S. government humanitarian missions around the world as well as financial and IT system support. Through program management, human resources services, financial management systems support, information technology solutions, knowledge management, travel coordination and communications support, Macfadden enables effective U.S. government humanitarian response to international disasters. Macfadden’s workforce includes approximately 300 employees primarily located in the Washington, D.C. area.