Job description
Program Assistant-Junior II (ES)
Background
The Office of the Executive Secretariat (ES) functions as the Office of the Administrator's
(A/AID) coordination and communications mechanism. It is also the authoritative channel for
official communications within USAID and between USAID and the interagency community,
including information and recommendations from USAID to the White House, the National
Security Council, the Department of State, and other government departments and agencies. The
ES management team is comprised of the Executive Secretary and two Deputy Executive
Secretaries who manage the Operations Team and Liaison Team.
ES also provides administrative management services to the Office of the Administrator and the
units housed within A/AID, including the Office of the Agency Counselor (C/AID), Office of the
White House Liaison (WHL), Office of Budget and Resource Management (BRM), and the
Center for Faith and Opportunity Initiatives (CFOI). The Operations Team facilitates all things
administrative for offices under the A/AID in areas such as facilities maintenance, property
management, inventory/supply management, security administration, secure and non-secure
conference room reservations, procurement, travel management, and human resources
management.
Scope of Work
The Program Assistant provides front-facing support to the Office of the Executive Secretariat
(ES) by performing a variety of both complex and routine administrative and analytical duties
that are critical to the overall functioning of the ES. The duties range from basic office tasks such
as answering multi-line telephones, managing official correspondence, and distributing mail to
coordinating with USAID bureaus/offices, managing conference room calendars and assigning
invitations and scheduling requests to appropriate action offices.
The incumbent will be primarily responsible for acting as the office receptionist and will be
required to personally handle routine inquiries and responses requiring knowledge of the
organization's activities and/or its internal administrative procedures.
1. Directs and greets office visitors and screens and routes telephone calls;
2. Maintains and updates contact lists, listservs, databases, and directories;
3. Monitors and tracks invitations and scheduling requests for the Administrator and Deputy
Administrator, and assigns recommendations to appropriate action offices;
4. Sorts and distributes incoming mail to appropriate staff;
5. Initiates and closes out invitations and scheduling proposals utilizing the Agency
Correspondence Tracking System (ACTS);
6. Interacts with Agency bureau/independent office staff and interagency community members
to coordinate a variety of administrative tasks;
7. Manages conference room calendars and responds to requests for reservations for the
Administrator's conference room, secure conference room, and ES Team Room;
8. Coordinates logistics for conference room reservations (audio-visual equipment, room set
- up, special accommodations, etc.) for events coordinated by the Front Office;
addressed; and
10. Provides backstop support in the absence of Office Management Support staff.
Strong Skill Sets Needed
? Calendar Management
? Organization and Planning
? Multitasking and Prioritization
? Customer Service and Interpersonal Skills
? Teamwork and Collaboration
? Oral and Written Communication
Required Qualifications
1. Proficiency in the use of Google Applications and Microsoft Office Suite (Word, Excel,
PowerPoint);
2. Ability to work in a fast-paced environment with competing and shifting priorities;
3. Ability to efficiently multitask and prioritize workload accordingly;
4. Ability to establish and maintain effective working relationships and interact with people
at all management and support levels;
5. U.S. citizen eligible to obtain a secret level security clearance.
Education
Bachelor’s Degree or Associate’s Degree is required and one year of relevant experience.
USAID Assumptions and Constraints:
1. Support may be required outside of core hours. The contractor will be notified in advance if
after-hours support is required.
2. Travel is not required.
Place of Performance
Ronald Reagan Building (RRB), Washington, D.C.
PM Consulting Group LLC is an EEO employer - M/F/Vets/Disabled
In order to ensure the health and safety of PMCG's employees and families, all employees are required to receive vaccinations as determined by the President’s Executive Order No. 14042, Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors, issued on September 9, 2021 and the Safer Federal Workforce Task Force COVID-19 Workplace Safety Guidance for Federal Contractors and Subcontractors, which require COVID-19 vaccinations for all PMCG employees regardless of work location unless a medical or religious accommodation is granted by PMCG. PMCG requires all newly hired employees to be fully vaccinated (meaning two weeks after the employee receives the Johnson & Johnson single-dose vaccine or the second dose of the Pfizer/Moderna vaccines) or have an approved medical or religious accommodation by December 8, 2021 or by their start date if it is after December 8th, 2021.
PM Consulting Group provides equal employment opportunities to all applicants and employees, without regard to race, color, ancestry, national origin, sex (including pregnancy, gender identity or expression), sexual orientation, marital status, religion, age, disability, genetic information, or veteran status.
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