Company Overview
Vistant (formerly PM Consulting Group), recognized as one of the fastest growing companies across the country and the region by Inc. 5000, Financial Times, Washington Technology, and the Baltimore Business Journal, is a public-sector management consulting firm serving Federal International Development, Healthcare, and Social Services agencies.
Program Assistant - Mid (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), and the Office of Budget and Resource Management (BRM). 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 primarily be 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.
Duties and Responsibilities
1. Directs office guests, screens and routes telephone calls, and escorts visitors;
2. Exercises exclusive control over the long- and short-term calendar of assigned principal;
3. Maintains and updates contact lists, listservs, databases, and directories;
4. Sorts and distributes incoming mail to appropriate staff;
5. Makes travel arrangements including reserving flight itineraries, hotel lodging, and reconciling travel vouchers;
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;
9. Responds to non-technical requests and follows-up to ensure that all issues have been addressed;
10. Provides backstop/substitute support in the absence of Office Management Support team members; and
11. Performs other duties as assigned.
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; and
5. U.S. citizen eligible to obtain a secret level security clearance.
Education
Bachelor’s Degree or Associate’s Degree is required and three (3) years of relevant experience.
USAID Assumptions and Constraints
1. Support may be required outside of core hours.
2. Ability to telework will be based on the office staffing requirements.
3. On-site work may be required.
4. Travel is not required.
Place of Performance
Ronald Reagan Building (RRB), Washington, D.C.
Applicants selected may be subject to a background investigation and must meet suitability requirements for eligibility. Vistant participates in E-Verify.
In order to ensure the health and safety of Vistant'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 Vistant employees regardless of work location unless a medical or religious accommodation is granted by Vistant. Vistant 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 8, 2021.
Vistant 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.