Executive Assistant - Highlight Technologies

The Office of Policy (POL) is responsible for leading the Agency in elevating USAID’s policy voice and engagement on development and wider U.S. foreign policy and national security. The Director serves as the principal advisor to the Administrator, Deputy Administrator for Policy and Programming (DA-PP), and Agency leadership on policy planning and priority setting. POL serves as the Agency’s policy lead on key cross-cutting issues and supports and streamlines related engagement with other U.S. Government Departments and Agencies and with multilateral and other external partners.

Highlight seeks an experienced Executive Assistant provides high-level administrative support to a designated Front Office principal. The Executive Assistant's duties range from basic office tasks such as answering multi-line telephones and managing executive correspondence; to more complex tasks such as researching and summarizing information, providing meeting minutes, and assisting on special projects. The incumbent must be motivated and proactive as well as possess strong multitasking skills. To perform this job successfully, the individual must be able to perform each essential duty listed below at an exceptional level.

Duties and Responsibilities

1. Provides direct administrative support and assistance to an assigned principal and provides backup support during absences or staffing shortages. 
2. Prepares and maintains the principal’s calendar and long-term schedule of meetings, events, conferences, travel plans, and event arrangements and independently resolves scheduling conflicts.
3. Maintains regular contact with Agency senior leaders on behalf of the principal to obtain briefing materials, background documents, and other related materials to gather information on specific requests.
4. Provides administrative support to comparable positions within the immediate Office of Policy. 
5. Works with the Director of Scheduling in the management and planning of long- and short-term calendars of events and invitations.
6. Prepares all travel-related documents and makes travel arrangements on behalf of the principal. 
7. Tracks and updates office budget as POL budget POC.
8. Coordinates tracking and tasking of documents for review and clearance.
9. Manages schedule and prioritizes daily appointments, meetings, and invitations. 
10. Directs various support activities for special events, high-level meetings, and agency programs for highly distinguished visitors. 
11. Responds to routine inquiries and those requiring knowledge of the organization’s activities or its internal administrative procedures. 
12. Diplomatically communicates and presents ideas for events 
13. Identifies and recommends procurement actions for supplies used to support hospitality services and special events. 
14. Routes communications, including official correspondence and memoranda, in consultation with the Special Assistant to the assigned principal. 
15. Collaborates and coordinates with the appropriate personnel, other organizations, vendors, bureaus, and missions.
16. Makes photocopies, sends faxes and emails, and performs other routine office duties; and
17. Performs other duties as assigned.

Required Qualifications:

1. Proficiency in the use of Google Applications, E2 Travel Management System, and Microsoft Office Suite (Excel, PowerPoint, Word).
2. Ability to establish and maintain effective working relationships and interact with people at all management and support levels.
3. Ability to work in a fast-paced environment with competing and shifting priorities;
4. Ability to efficiently multitask and prioritize workload; accordingly, and
5. U.S. Citizens are eligible to obtain a secret-level security clearance.

Strong Skills Sets Needed

• Planning and Forecasting
• Collaboration and Teamwork
• Organization and Multitasking

• Oral and Written Communications
• Confidentiality and Discretion

USAID Assumptions and Constraints

1. Support may be required outside of core hours.
2. Ability to telework will be based on office staffing requirements.
3. On-site work may be required.
4. Travel may be required.

Education

Bachelor’s Degree is required with four (4) years of relevant experience.

Place of Performance

Ronald Reagan Building (RRB)

For 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 Recruiting@HighlightTech.com  Please include the Req ID (this is at the top of the posting under the position title) in the subject line of the email.

#cwhp