Executive Administrative Assistant

Description

Summary: The Executive Administrative Assistant supports the Ambassador and Deputy Chief of Mission in the Executive Office with administrative tasks, gift maintenance, and visitor management. Highlights: 1. Supports Ambassador and Deputy Chief of Mission 2. Manages gifts and database 3. Primary point of contact for Executive Office visitors **Overview** ------------ Hiring Path: * Custom Announcement (not open to the public) Who May Apply/Clarification From the Agency: This position is open to: * U.S. Citizen Eligible Family Members (USEFMs) \- All Agencies For USEFM \- FP grade is 07\. Actual FP salary authorized by Washington D.C. Security Clearance Required: Top Secret Clearance Appointment Type Temporary Appointment Type Details: * Definite not to Exceed 5 years * Indefinite subject to successful completion of probationary period Marketing Statement: EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. Summary: The U.S. Mission in Mexico City is seeking eligible and qualified applicants for the Executive Administrative Assistant in the Executive office. Supervisory Position: No Relocation Expenses Reimbursed: No **Duties** ---------- The Executive Administrative Assistant position is a part of the Executive Office team that supports the Ambassador and the Deputy Chief of Mission (DCM). The Assistant reports directly to the DCM’s Office Management Specialist (OMS) and takes daily work guidance from the Executive Staff Assistants and Ambassador’s OMS. Its daily duties and responsibilities includes administrative support for the Executive office, maintenance of gifts and gifts database, responsibilities for DVC conference room and usage, Primary point contact for all visitors to Executive Office, Process of internal and external correspondence to and from the Executive office. **Qualifications and Evaluations** ---------------------------------- Requirements: All selected candidates must be able to obtain and hold a **Top** **Secret Security Clearance.** All selected candidates will be subject to a background investigation and may be subject to a pre\-employment medical exam. Selected candidate must be able to begin working within a reasonable period of time 4 weeks upon receipt of agency authorization and/or clearances/certifications or their candidacy may end. Education Requirements: Completion of High school *Please address this factor in your ERA application under Education.* Evaluations: * You will be evaluated against the qualifications and requirements in this vacancy announcement. * You may be asked to complete a pre\-employment language or skills test. * **You must complete the application form and provide the required documents****.** Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position. * Qualifications: **Experience**: Five years of experience in administrative work or customer service is required. *Please address this factor in your ERA application under Major Duties and Responsibilities.* **Language:** Good working knowledge of English is required (this may be tested). Basic knowledge Spanish is required. *Please address this language requirement in your ERA application.* How to Meet the English and Spanish Language Requirement: * **Self\-Certification in ERA** (Mandatory) All applicants must self\-certify their language(s) proficiency when filling out their job application in the ERA system. * **Language Testing** (If Applicable) If you meet the Education and Experience requirements and do not submit an English language test score (submission is optional), you will be scheduled for English language testing as part of the recruitment process. Applicants who do not achieve the required score will not be able to continue in the selection process. * **Submission of Existing Test Scores** (Optional) Applicants who already possess a valid English language test score may upload the results in the Documents section of the ERA application. * Fluent level scores are valid indefinitely. Applicants who already hold a Fluent score are not required to retest. * Mission Mexico employees may submit their current (PD) Position Description instead of language test results when the language requirement of their position is identical to the advertised position. Applicants may optionally submit one of the following accepted test results: English tests: * **TOEIC** Listening \& Reading: Fluent: 855 \| Good Working Knowledge: 655 \* * **TOEFL ITP:** Fluent: 600 \| Good Working Knowledge: 520 * **TOEFL iBT**: Fluent: 90 \| Good Working Knowledge: 68 * **IELTS**: Fluent: 7\.0 \| Good Working Knowledge: 6\.0 * **Cambridge CEFR**: Fluent: C1 \| Good Working Knowledge: B2 * **Duolingo**: Fluent: 110 \| Good Working Knowledge: 90 * **National Foreign Affairs Training Center** (NFATC): Fluent: 3\+ \| Good Working Knowledge: 2 Spanish tests: * **Stratcomm** U.S. Mission to Mexico Spanish Test (Min. score for Fluent is 81%; Min. score for Good Working Knowledge is 66%) * **National Foreign Affairs Training Center** (NFATC) (Min. score for Fluent is 3\+; Min. score for Good Working Knowledge is 2\). *Please address this language requirement in your ERA application.* **Skills And Abilities (All these may be tested):** Must be able to obtain a Top\-Secret clearance. Keyboard / Data entry – Typing speed 40wpm and accuracy is required. Numerical – Basic math skills IT Software – Ability to create and maintain tracking systems in Excel, basic level, and perform data entry as needed. Internal and external communications. Written Communications. *Please address this factor in your ERA application under Major Duties and Responsibilities**.* **Benefits and Other Info** --------------------------- Benefits: Agency Benefits: The U.S. Mission offers a competitive compensation and benefits package for local employees. For Eligible Family Member (EFM) applicants, benefits should be discussed with the HR Office. The pay plan is assigned by the HR Office and confirmed by Washington, D.C. Other Information: **HIRING PREFERENCE SELECTION PROCESS:** A hiring preference is extended to eligible and qualified applicants in the order listed below. It is essential you accurately describe your status in your application, failure to do so may result in a determination that you are not eligible for a hiring preference. **HIRING PREFERENCE ORDER** * Appointment Eligible Family Member (AEFM) / U.S. citizen Eligible Family Member (USEFM) who is a preference\-eligible U.S. Veteran\* * AEFM / USEFM * Foreign Service (FS) on Leave without Pay (LWOP) and Civil Service (CS) with reemployment rights \*\* * IMPORTANT: US citizen Eligible Family Member (USEFM) applicants who claim status as a preference\-eligible U.S. Veteran must submit a copy of their most recent DD\-214 (“Certificate of Release or Discharge from Active Duty”) preferably Member Copy 4, Letter from Veterans’ Affairs which indicates the present existence of a service\-connected disability, equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1\) the military service dates including the expected discharge or release date; and (2\) the character of service. Acceptable documentation must be submitted in order for the preference to be given. \*\* This level of preference applies to all FS employees on LWOP and CS with re\-employment rights back to their agency or bureau. For complete definitions of AEFM, USEFM, EFM, Member of Household, etc., please visit the 3 FAM 7210 Definitions. **ADDITIONAL EMPLOYMENT CONSIDERATIONS** The following apply to EFMs, USEFMs, and AEFMs only: Current employees who used a hiring preference to gain employment who are within their first 90 calendar days of employment are not eligible. This does not apply when the hiring mechanism is TEMP or the work schedule is intermittent or irregular. * * Candidates with a hiring preference who have already accepted a conditional offer of employment may NOT be extended a second conditional offer of employment unless and until they withdraw their candidacy for the first position in writing. **About** --------- Announcement Number: MexicoCity\-2026\-023 Hiring Agency: Embassy Mexico City Position Title: Executive Administrative Assistant \- Open to USEFMs Only (97420000\) Open Period: 02/25/2026 \- 03/12/2026 Format MM/DD/YYYY Vacancy Time Zone: GMT\-6 Series/Grade: FP \- 2090 7 Salary: Not Specified Work Schedule: Full\-time \- The work schedule for this position is: Full Time (40 hours per week). Promotion Potential: FP\-7 Duty Location(s): **1** Vacancy in Mexico City, MX Telework Eligible: No For More Info: *Nancy Zarazua* *55 2579 4733* *zarazuanm@state.gov*