Executive Coordinator

Team Credence is a multi-company partnership proudly led by Credence, an industry leading government contractor with a longstanding commitment to USAID and its global health and humanitarian missions. In concert with our small business partners—ZemiTek (8(a), EDWOSB), Claro KC (SB), EnCompass (WO), and Global Emergency Group (SB)—Team Credence operates as one team, bringing together exceptional USAID institutional support experience, technical leadership, and an unmatched commitment to BHA and its mission.

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 helping people in need become more resilient to future crises. 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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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 has relevant briefing materials and pre-brief meeting (as appropriate) prior to scheduled meetings through coordination with various BHA and Inter-Agency staff;
• Organize 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;
• Host and manage monthly Bureau wide All Staff meetings with up to a thousand participants using the Agency’s large meeting platform ‘Zoom for Government’;
• 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 programmatic, technical, or administrative memos and other documents;
• Facilitate the 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
• 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).

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.

• Minimum Education and Experience
  • BA/BS and 0 years of relevant experience, OR
  • High school diploma and 4 years of relevant experience
  • Experience must culminate in a set of responsibilities similar to those of this position.
• Preferred Education and Experience
• • • BA/BS and at least two years of professional/office experience providing administrative support to 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. OR
    • High school diploma and four years of professional/office experience in experience providing administrative support to 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.
• Required to have US citizenship with the ability to obtain and maintain a Secret Clearance.

Additional Qualifications and Requirements

• 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 outside the daily scope of work for an extended period of time;
• 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;
• Be capable of 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;
• Be willing to participate as an active team member, assisting other team members and stakeholders as necessary;
• Cultivate and maintain strong working relationships with BHA, Agency, and Inter-Agency colleagues;
• Have strong working knowledge of Microsoft Office and Google Suite;
• Working Conditions and Physical Requirements:
• • In-person work requirement with the ability to telework;
  • Lifting in excess of 25 lbs, standing for long periods of time, transporting equipment, etc. may be required depending on role.

Team Credence Values and Core Performance Competencies

• Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to meet obligations. Pursues efficiency and effectiveness and adheres to organization policies and procedures.
• Collegiality: Recognizes that everyone at BHA and USAID unites in a common purpose and respects each other's abilities to work toward that purpose. Treat others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations. Adheres to organization philosophies on culture, diversity, and inclusiveness.
• Capability: Assesses and recognizes own strengths and weaknesses; pursues professional development aligned with organizational role, contribution, and goals. Proactively shares knowledge with others to foster learning across the organization.

Full pay range for this position is $67,000.00 to $75,000.00 per year, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability.