EverWatch is a government solutions company providing advanced defense, intelligence, and deployed support to our country’s most critical missions.  We are a full-service government solutions company. Harnessing the most advanced technology and solutions, we strengthen defenses and control environments to preserve continuity and ensure mission success.

EverWatch is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age (40 or older), disability, genetic information, citizenship or immigration status, and veteran status or any other factor prohibited by applicable law.

DUTIES& RESPONSIBILITIES

General

• Provide support to the current Office Management Specialist (OMS) to assist the Office Director, Deputy Director, and all staff officers in producing routine correspondence.

• Pick up and deliver packages between offices or interagency, as required.
• Order and maintain supplies.
• File, shred, and conduct paper management, as required.
• Conduct time-and-attendance management, including annual leave, sick leave, and travel.

Write

• Prepare forms, draft replies, and routine correspondence.
• Compose correspondence; typical subjects include administrative matters, letters of acknowledgment, general office policies, acceptance of invitations, and cancellation of conferences.
• Prepare correspondence, forms, reports, cables, or other documents by utilizing word processing systems. Ensure the use of correct punctuation, capitalization, spelling, grammar, and conformance to style.

Schedule

• Meet with working level interlocutors on administrative matters in accordance with Director and Deputy Director's instructions.
• Contact other personnel to attend meetings, as appropriate to the subject matter.
• Schedule large meetings and conferences. Select time and location, notify participants, track invitations and RSVPs, conduct in/out processing/greeting/escorting of personnel and visitors, ensure that all required materials and services are provided in a timely manner, attend the meetings and take/distribute notes, and prepare reports of the proceedings.
• Schedule/cancel conference rooms as needed.

Visitors/Phones

• Receive visitors and phone calls. Accurately determine the nature of the request and either personally answer routine and administrative requests for information, or refer to appropriate staff.
• Follow up on telephone conversations and take appropriate steps to ensure that necessary action is initiated and completed as soon as possible and practical.

Travel

• Make travel arrangements based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations. Schedule transportation and hotel/Government quarters reservations in a timely Notify organizations and officials to be visited, keep in touch with the staff en-route, and write thank-you letters (as appropriate) after the staff member's return. Effectively deal with security issues. Accurately prepare travel orders, travel vouchers, country clearances, and visa request letters for submission. Obtains passport/visas from embassies.

Research/ Assistance

• As requested or on own initiative, make careful and exhaustive searches for information difficult to obtain, compile data, and make preliminary analysis for the Director or other staff officers, as appropriate.
• Receive requests from other organizations within the Department of State for information concerning administration and programs. From available background data, assemble requested information or follow up to ensure that staff members submit required answers within the specified time.
• Provide advice and guidance to staff on applicable procedures, instructions, and other regulations pertaining to administrative matters.
• Establish and maintain records of various types that may be needed or will assist in the efficient operation of the office. Ensure files have all pertinent documents and signatures. Maintain and accurately update file system to enable quick and efficient retrieval of information. Accurately purge files or perform other file disposition actions in accordance with established procedures. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material receiveEffectively enhance the ability of the office to support overall mission requirement through performance of one or more of the following: use word-processing software to accurately and succinctly draft documents, memos, meeting minutes, etc.; use database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use graphics and presentation software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; or accurately and promptly transmit and receive documents and messages electronically using a PC 

MINIMUM QUALIFICATIONS:

• U.S. Citizenship.
• Bachelor’s degree from an accredited institution.
• Knowledge of, and demonstrated experience, using Microsoft Office Suite.
• Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style.
• Demonstrated experience in the use of the telephone and voicemail.

PREFERRED QUALIFICATIONS:

• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective relationships.
• Ability to provide customer service.
• Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short tum-around times.
• Experience working for or alongside the International Narcotics and Law Enforcement bureau with the Department of State.
• Demonstrated ability to provide excellent customer service.
• Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times