Who We Are:
ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.
Position Description:
USAID’s Bureau for Humanitarian Assistance (USAID/BHA) is the lead federal coordinator for international disaster assistance. USAID/BHA provides and coordinates U.S. Government (USG) international humanitarian assistance to save lives, alleviate human suffering, and reduce the physical, social, and economic impact of rapid and slow-onset disasters by supporting at-risk populations to build stable foundations to withstand humanitarian shocks and stresses. Team Credence, through the Bureau for Humanitarian Assistance Support Contract (BHASC), provides operational and administrative support to provide and coordinate humanitarian assistance and maintain 24/7 response capability.
The Executive Coordinator may be responsible for expanded portfolios that require coordination among multiple teams, competence in the preferred processes of each team, and basic familiarity with various programming and technical contexts. The Coordinator will provide administrative support to the Front Office Senior Management in the form of calendar management, tasker maintenance, meeting coordination, travel arrangements, clerical support, clearance requests, special events, and other administrative duties as needed. The role will be housed under the Front Office.
Work Schedule: Full-time (Onsight)
Location: Washington D.C.
Starting Salary Range: Full salary range for this position is: $67,000.00 - $75,00.00 a year with the starting salary determined based on candidate’s knowledge, skills, experience, and education, in addition to budget availability.
Clearance Required: Able to obtain a secret level clearance (US citizenship required)
Responsibilities:
- Balance high-level, competing priorities with multiple stakeholders that are constantly shifting often with little notice when maintaining Executive calendars;
- Distinguish, prioritize, and deconflict all scheduling requests for the BHA Front Office across the Bureau, Agency, and Inter-Agency;
- Ensure appropriate security clearance transfers for Executives when receiving and processing urgent requests for in-person meetings at the White House and National Security Council;
- Ensure Executive(s) has relevant briefing materials and pre-brief meeting (as appropriate) prior to scheduled meetings through coordination with various BHA and Inter-Agency staff;
- Organize bureau-wide meetings, team meetings, calls, or other events, including sending out invitations and reminders, developing agendas, and managing room or facility reservations, phone bridge lines, and other logistics;
- Coordinate complex travel arrangements for Executives to include visa procurement at local embassies as applicable, flight and hotel reservations, assembling briefing books and background materials, transferring security clearances, reviewing CDC requirements, requesting embassy motor pool coordination, and any other country entry requirements;
- Liaise with the Agency Front Office Administrative Support staff on travel and staffing priorities impacting the BHA Front Office;
- Communicate with BHA’s Front Office, seven office Management and Integration Teams (MITs), and other relevant teams on packages for clearances and other priority issues;
- Attend meetings and events on behalf of Executives in a note-taking or administrative support capacity with ability to synthesize pertinent and crucial information;
- Create and managing folders and filing systems on behalf of Executive;
- Draft, update, edit, and/or coordinate the collaboration on and clearance of programmatic, technical, or administrative memos and other documents;
- Maintain historical records of all documents and materials the Executive has cleared and signed;
- Research, collect, and analyze data in response to internal or external data requests;
- Update programmatic, technical, or administrative trackers and consistently monitoring data quality;
- Proactively resolve administrative issues within the Bureau using a myriad of resources and Agency guidelines in a timely manner;
- Provide administrative support to the Managing Director for special projects and office-wide initiatives;
- Provide orientation, training, and mentoring for new BHA Front Office staff at the Executive, Advisor and support staff levels,
- Coordinate with foreign dignitaries and Agency protocol and security teams to arrange visits with high-level delegations, and
Other duties may include:
- As needed, may serve on temporary short-term assignments (“detail”) on other teams within the office or bureau to meet operational needs during staff shortages. Duties performed while in detail will be aligned with existing duties and responsibilities and will be directly related to the position’s scope of work.
- As needed, expected to support BHA’s hiring efforts and serve on hiring committees in a non-voting support role. Training will be provided.
- Periodically serve on disaster/humanitarian responses in Washington, D.C. or in the relevant regional area for 2-to-12-week intervals. These can either be Disaster Assistance Response Teams (DARTs) and/or Response Management Teams (RMTs). DARTs are deployed to the field in response to disasters and operate in the field, providing staff an opportunity to deploy overseas for an extended period of time (e.g., 6-8 weeks). RMTs are based in Washington, DC and provide services to support DARTs, such as coordination and external engagement, communications, planning, logistics, travel coordination, or other similar duties (depending on the RMT role).
Our application process is quick and easy.
Qualifications:
- Bachelors and zero (0+) Years or High school diploma and four (4+) years of relevant experience; preferred Bachelor’s degree with minimum two years of professional/office experience. Professional/office experience may include internships.
- Must be able to obtain and maintain a US Government issued Secret clearance for the duration of your employment.
Other Qualifications:
- Be comfortable communicating and liaising with high-level Agency, Inter-Agency, diplomatic leadership, and other high-level executives, both within the USG, and with partner organizations in a clear and professional manner;
- Exhibit excellent ability to adapt and prioritize in order to successfully handle high-volume of requests;
- Demonstrated ability to support multiple Executives with multiple tasks.
- Maintain high level of flexibility and adaptability due to emergent nature of work and changing circumstances;
- Be able to shift between tasks and work under tight deadlines in a fast-paced and collaborative environment;
- Anticipating and addressing team needs and next steps once a working knowledge of systems has been established.
- Acquire and maintain systems fluency and readiness to include access to multiple portals and platforms;
- Have strong working knowledge of Microsoft Office and Google Suite;
- Working Conditions and Physical Requirements:
o In-person work requirement with the ability to telework;
o Lifting in excess of 25 lbs, standing for long periods of time, transporting equipment, etc. may be required depending on role.
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Compensation and benefits are fundamental to any career decision. That’s why at ZemiTek we design our benefits packages to reflect the importance of the work we do for our customers. Our employment benefits include, competitive compensation, health and wellness programs, income protection, paid personal, parental, and medical leave, retirement plans with employer match and immediate vesting, among many other perks.
What We Believe:
ZemiTek is an equal opportunity employer where an applicant’s qualifications are considered for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or expression, national origin, genetic information, veteran status, disability, or any other basis prohibited by law.
ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@zemitek.com.
ZemiTek embraces diversity, equity, and inclusion and strives to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions.