Executive Assistant
Job Description
EXECUTIVE ASSISTANT, NEW ZEALAND DEFENCE STAFF WASHINGTON
We’re looking for an Executive Assistant to join our Business Team Office with the New Zealand Defence Staff in Washington DC, USA.
What you will do
As the Executive Assistant you will be responsible for;
· Provision of full senior level administrative support and services including word processing, spread-sheeting, power-point, printing, photocopying and any other document processing duties .
· Co-ordinating and prepare all meeting / briefing packs for the Defence Attache’ as required
· Planning and co-ordinating functions and events, including invitations, facilities and catering.
· Processing expense claims and credit cards on behalf of the Defence Attache’.
· Coordinating and actionioning foreign visit requests from New Zealand for the US NZDF Leadership Team requesting to visit US DoD sites.
· Performing driving tasks and co-ordinating vehicle maintenance.
What we need
An individual who is able to work well within a small team, assimilate information quickly, and adapt to changing situations whilst remaining calm, with a current clean driver's licence. The individual must have the ability to learn new processes and procedures and carry out required tasks to a high standard.
An understanding/experience working with Bookkeeping and accounts payable is required. You must have experience with Excel and have the ability to communicate clearly and concisely, verbally and in writing in English.
An individual must be able to apply and hold a New Zealand Secret Level Clearance.
Who we are
The New Zealand Defence Staff Washington fulfils two important roles on behalf of the New Zealand Government for the benefit of the New Zealand Defence Force (NZDF); firstly, through the offices of the military attachés it manages the bilateral military relationship between the NZDF and US DOD including single services and secondly; procures via commercial or the Foreign Military Sales process equipment and material for the NZDF.
The New Zealand Defence Staff Washington Business Office administers all NZDF personnel posted throughout the USA and Canada. Its mission is to ensure all NZDF personnel it administers are fully supported across all administrative aspects
The Executive Assistant (EA) is responsible for executive assistance to the Head, New Zealand Defence Staff, Washington, enhancing the New Zealand Defence Staff Washington’s and New Zealand Defence Force’s international and national reputation through efficient and effective provision of visits and events to an exemplary standard, and managing the Attache office.
Why Us ****
Be part of an effective team, inspired to go the extra mile to help NZDF succeed, whilst working in a unique environment here in Washington DC. We offer a competitive salary range of US $58K – $71K
Applications close at midnight Sunday 8th October 2023.
ELIGIBILITY TO WORK IN THE UNITED STATES OF AMERICA
This is a permanent, locally employed position with terms and conditions subject to and being set in accordance with US employment law.
Applicants must be legally entitled to work in the US. Accordingly, you must either be a US citizen, a US lawful permanent resident ("Green Card" holder), or an A-1 or A-2 class visa holder, or have a dependent visa with a valid employment authorization document.
If you do not have legal authority to work in the US under one of the above categories, but are eligible to apply for an A-class visa on the basis of an offer of employment, you will be provided information on applying for the A-class visa after the offer of employment is made. If your visa application is denied by a US consular officer or if your work authorization or current visa expires, the offer of employment is void.
You will have to apply for an ‘A’ visa at a US Embassy or Consulate-General outside the US. The successful candidate is responsible for all costs, including travel and accommodation related to visa applications and commencement of employment.
The US Department of State is now limiting A-class visas for locally employed staff to five years and has ceased approving Employment Authorization Documents for dependents of locally engaged staff who hold A-class visas. Applicants who require an ‘A’ visa to take up a locally engaged position should be aware of this when considering applying for vacancies, and any NZ citizen or permanent resident applying from New Zealand is liable for NZ income tax on their remuneration. Ongoing employment will at all times be based on an employee's capacity to lawfully reside and work in the United States.
SECURITY CLEARANCE INFORMATION
Applicants must be able to obtain and maintain the required level of NZ Government security clearance for the position applied for. Please use the following link to check if you may be eligible for a security clearance. https://www.protectivesecurity.govt.nz/personnel-security/clearances/eligibility-tool/
Please Note: If you do not meet the minimum Citizenship, Visa, and Security Clearance criteria, we will not be able to accept your application. NZDF will not provide any financial assistance for relocation costs incurred by the successful candidate.