Administrative and Operations Assistant

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Organization: Macfadden
Job Type: Full-Time
Country: United States
Experience: Senior Level (6-10 years)
Languages: English
Category: Administration/Finance
Topic: Peacekeeping/Peacebuilding
Application Deadline: 22. January 2021

Job Description

The Administrative and Operations Assistant will focus on providing direct support for the Office of Transition Initiatives (OTI) Director’s Office or one of OTI’s Division Chief management teams, coordinating with other members of OTI in order to complete human resources and administrative-related tasks.

As part of the U.S. Agency for International Development (USAID), OTI supports U.S. foreign policy objectives by helping local partners advance peace and democracy. OTI provides fast, flexible, short-term assistance targeted at key political transition and stabilization needs. Strategically designed for each unique situation, OTI has laid the foundation for long-term development by promoting reconciliation, jumpstarting local economies, supporting emerging independent media, and fostering peace and democracy through innovative programming. In countries transitioning from authoritarianism to democracy, from violence to peace, or following a fragile peace, OTI’s programs serve as catalysts for positive political change.

Timely and effective assistance to promote and consolidate peaceful advances can make the difference between a successful and a failed transition. To respond quickly and effectively while meeting its program objectives and mandate, OTI retains a group of high-level professionals and experts under U.S. Personal Services Contracts (USPSCs). These knowledgeable and skilled professionals make up the vast majority of the OTI work force and are at its forefront implementing and achieving the office’s programmatic goals and objectives.

Essential Functions

Provide executive support to OTI Leadership including managing multiple and complex calendars for meetings, reserving meeting spaces, responding to phone/e-mail requests, preparing agendas and materials for use in meetings/discussions and monitoring incoming correspondence for upcoming deadlines or items requiring immediate attention, attending meetings to take notes and/or log actions, and providing other logistical support as required;
Provide correspondence control ensuring high quality documents going to/from external offices;
Assist with content and knowledge management through research and analysis, documenting lessons learned and best practices, and updating communications on internal documents and/or sites.
Maintain electronic and hard copy filing systems while ensuring accuracy and timeliness of all documentation;
Provide support for special projects, including Office, Bureau, and Agency initiatives that directly impact the Office’s operational and program capacity;
Track decisions points and keep team members on point for follow up actions;
Interface with senior Agency-level leadership and their support staff;
Respond to information requests including compiling and maintaining reports;
Answer Office-related related inquiries, direct them to the appropriate staff; and
Provide administrative support including general email correspondence, task initiation and follow-up, data entry, composing documents, proofreading, formatting, filing, scanning and other administrative requirements.


Bachelor’s degree with 8 years of relevant work experience, MS/MA/MB with 6 years of relevant work experience, or high school diploma with 10 years of relevant work experience is required per contract requirements. (Internships may count towards experience)


Superior computer skills and applied knowledge of Microsoft Office Suite as well as email and internet applications. G-Mail and Google Drive/ Documents experience is welcome.

The candidate must have excellent oral and written communication skills with the ability to multitask and prioritize tasks in an organized and timely fashion. He/She should adapt to changes in the work environment, manage competing demands, and have the ability to deal with change, including delays or unexpected events. Must be customer service-oriented and possess interpersonal skills to effectively interface with all levels of staff while maintaining a positive demeanor. Must be self-motivated – find ways to proactively support the team and be eager to learn. The candidate must also be able to manage sensitive information with the highest degree of integrity and confidentiality.

A writing test will be required for candidates in the final stage of consideration

Ability to obtain and maintain a US Government issued Secret clearance for the duration of your employment. One of the requirements for a US Government Secret clearance is US citizenship. Only applicants who currently hold an active Secret or higher-level security clearance or who are eligible to receive a Secret security clearance will be considered for this position.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must occasionally lift or move up to 25 pounds. This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time

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