Executive Assistant-New Hampshire in Portsmouth, New Hampshire at PHPSS

The Executive Assistants will provide professional support to the senior-level Department of State staff members and be responsible for various administrative duties.

COMPETENCIES:

• Strong verbal and written communication skills.
• High degree of professionalism in dealing with diverse groups of people.
• Ability to complete a high volume of tasks and projects with minimal oversight.
• Ability to respond with appropriate urgency to time-sensitive situations and rapidly shifting priorities.
• Demonstrated integrity and discretion in handling sensitive, proprietary, or classified information in accordance with applicable security protocols.
• Self-motivated with the ability to independently manage workload and maintain performance standards in a fast-paced environment

DUTIES/TASKS:

• Executive Operations Management: Provides dedicated administrative support to the senior-level Department of State official and designated staff. Oversees the day-to-day internal administrative operations of the office, including managing workflow, administrative procedures, and correspondence production. Manages the executive's daily calendar, provides a morning briefing of scheduled activities, and delivers timely reminders to ensure preparedness for all engagements.
• Travel Management: Creates and manages all complex domestic and international travel arrangements and itineraries, including coordination with destination contacts and managing subsequent changes. Coordinates all logistics for government travel, including booking tickets, hotels, and rental vehicles; estimating per diem; and processing travel vouchers upon return using the E2 Travel Manager System.
• Time Keeping: Tracks and reports official duty time and attendance records through Time and Attendance Electronic System (TATEL). Processes and manages overtime and compensation time ledgers, ensuring full adherence to agency policies and applicable regulations.
• Communication Control: Schedules meetings and appointments, coordinates executive communications, including taking calls, responding to emails and interfacing with internal and external stakeholders while ensuring compliance with protocol, procedural accuracy, and alignment with agency policies.
• Strategic Liaison: Acts as the primary point of contact between the executive and senior-level managers, external agencies and outreach partners. Exercises professional judgment to triage, route, and respond to inquiries on behalf of the executive.
• Analytical Support: Conducts research and analysis on program trends to prepare background materials, briefings, and documentation for high-level meetings or conferences.

• Department of Defense Secret Clearance
• Bachelor’s Degree, and two (2) years of experience; or
• Four (4) years serving in a similar capacity reporting directly to a senior management staff member.
• Proficient in the Microsoft Suite of Office Products (i.e., Word, PowerPoint, Excel, SharePoint and Outlook).
• Strong organizational, project management and problem-solving skills with proven multi-tasking abilities.
• Demonstrated ability to prioritize and manage competing responsibilities simultaneously.