Executive Assistant

Position Summary

The Executive Support Specialist will provide responsive, accurate, and professional support to senior Government leaders. Assignments may align to the Executive Assistant I, II, or III level or the Staff Assistant category based on the complexity of the office and the candidate’s qualifications.

Key Responsibilities

• Manage executive calendars, schedules, appointments, and priorities.
• Coordinate meetings, conferences, travel, and special events.
• Prepare agendas, briefing materials, presentations, correspondence, and reports.
• Track taskers, decisions, action items, deadlines, and leadership priorities.
• Review and format documents for accuracy and compliance with Department standards.
• Support records management, document control, and SharePoint activities.
• Coordinate with internal and external stakeholders on behalf of supported leadership.
• Maintain confidential and sensitive information appropriately.
• Support administrative projects, financial tracking, and operational reporting as assigned.
• Maintain professional communication and customer service across all interactions.

Required Qualifications

Qualifications vary by assigned contract level:

Executive Assistant I

• Bachelor’s degree or seven years of qualifying experience in lieu of the degree.
• Minimum three years of executive-support experience.

Executive Assistant II

• Bachelor’s degree or 10 years of qualifying experience in lieu of the degree.
• Minimum six years of executive-support experience.

Executive Assistant III

• Bachelor’s degree or 13 years of qualifying experience in lieu of the degree.
• Minimum nine years of executive-support experience.

Staff Assistant

• Bachelor’s degree.
• Minimum two years of related experience.
• Experience with editorial review, Microsoft Office, SharePoint, and executive administrative support.

All Levels

• Strong organizational, written, verbal, and customer-service skills.
• Proficiency with Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Active Secret clearance.

Preferred Qualifications

• Experience supporting Senior Executive Service leaders, Deputy Assistant Secretaries, Managing Directors, Executive Directors, or equivalent senior leadership.
• Department of State, Foreign Affairs, Bureau of Consular Affairs, or other federal-headquarters experience.
• Familiarity with Department of State document-clearance and executive-correspondence processes.
• Experience preparing executive briefings, presentations, decision memoranda, and formal correspondence.
• Advanced calendar, travel, meeting, and event-management experience.
• Strong records-management, document-control, and SharePoint experience.
• Experience supporting multiple senior leaders or high-tempo executive offices.
• Recent Department of State experience or an active Department of State security determination.