Administrative Assistant

Olgoonik is an Equal Opportunity Employer

This position is fully remote.

Overview:

The Administrative Assistant (Rover) provides administrative support across multiple sections at Mission Port-au-Prince, Haiti, including Management, Political, Executive, and Regional Security offices. The incumbent may be tasked to support multiple offices and may be required to remain after hours to meet office needs. 

Primary Responsibilities:

• Receive and route incoming emails and calls, directing them to appropriate staff and providing background or informational material as needed; arrange coverage during absences. 
• Maintain calendars and schedules for section heads and office staff, including arranging, rescheduling, or referring appointments; organize in-person and virtual meetings using Microsoft Outlook and Microsoft Teams. 
• Coordinate and prepare briefing materials and issue papers; review incoming correspondence and route with necessary information or instructions; compose replies for own signature when appropriate. 
• Process and review incoming and outgoing letters, memoranda, and related correspondence; draft and edit reports, memos, and other written communication, ensuring compliance with Department style and format guidelines (e.g., One Paper/Drafters Corner). 
• Conduct research using the Department’s intranet, Diplopedia, and SharePoint to locate difficult-to-obtain information; compile data and perform preliminary analysis. 
• Take and transcribe notes during meetings, as required. 
• Update program office SharePoint pages, office directories, organizational directories, and internal staffing patterns. 
• Submit work orders and service or supply requests through myServices and track completion. 
• In the absence of section heads, maintain files of key correspondence and events and brief them upon return. 
• Manage domestic and international travel arrangements for office employees through E2 Solutions, including appointments, security, reservations, passports, and visas; prepare travel authorizations, itineraries, cost estimates, and assist with electronic travel vouchers. 
• Manage time and attendance for assigned offices in WEB TATEL and prepare certification reports; provide coverage for other offices as needed. 
• Provide logistical support for conferences, meetings, and personnel arrivals/departures. 
• Track and follow up on all requests until complete and promptly elevate issues to the government manager when necessary. 
• Serve as records liaison for the office, maintain archives in accordance with the Records Disposition Schedule (RDS), and coordinate with the Bureau Records Coordinator on file retirements; attend records management training and provide office updates. 

Supervisory Responsibilities: 

• Supervisory responsibilities are not anticipated.

Education and/or Experience:

• Secondary education and/or a minimum of two years of relevant work experience.

Knowledge, Skills, and Abilities:

• Excellent communication skills. 
• Excellent writing skills in English; candidates must provide a writing sample to the COR. 
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, 365), including ability to edit documents in Word and use formulas in Excel. 
• Excellent written English and comprehension skills. 
• Demonstrated ability to be proactive and work independently. 
• Strong follow-up skills and the ability to manage requests in a timely manner. 
• Experience supporting multiple clients in a fast-paced environment. 
• Demonstrated adaptability to change. 

Certificates, Licenses, Registrations: 

• None.

Security Clearance: 

If Clearance Level is required, the candidate must also:

• Have a current US Government SECRET Personnel Security Clearance or be able to successfully complete a U.S. government administered investigation.
• Be able to maintain a US Government SECRET clearance.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds. 

Work Environment:

General office environment. Some travel both domestically and internationally required based on business demands.

Olgoonik is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local laws. As an Alaska Native corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.