Executive Specialist/Office Management Specialist

Seneca Holdings•Columbia, WA

7d•Onsite

About The Position

Great Hill Solutions, LLC is seeking an Executive Specialist/Office Management Specialist in Washington, DC. The objective of this work is to provide Executive Specialist support to senior level officials for one of Great Hill Solutions' government clients. This role involves handling all requests for meetings and appointments, managing the Deputy Assistant Secretary's time, preparing briefing memoranda, and arranging oral briefings. The contractor will provide support services including office assistance, travel arrangements, document drafting, correspondence review, timekeeping, and scheduling. The role also requires carrying out special assignments with tact and diplomacy, managing passports and visa procurement, preparing official correspondence, drafting travel authorizations and itineraries, and assisting with travel voucher preparation and submission. Additionally, the specialist will review incoming correspondence, maintain office files, procure supplies, prepare time-and-attendance sheets, and manage social arrangements. The ability to work under pressure and tight deadlines is essential, as is the ability to conduct exhaustive information searches and preliminary analyses. The role also involves managing other authorized tasks within the scope of the task order.

Requirements

Excellent knowledge of Department of State operations and overall office management experience.
Experience as a secretary/office manager working under pressure.
Working knowledge of personal computers and general administrative practices.
Demonstrates extensive experience and demonstrated ability in working with classified and unclassified computer data bases.
Operation and knowledge of Excel, Microsoft Word, and related computer-based programs operations.
Active Top Secret Clearance

Nice To Haves

Extensive experience with travel arranging through E2 is highly preferred.
Attention to detail and initiative to manage tasks rather than simply respond to requests.

Responsibilities

Handles all requests for meetings and appointments, decides the distribution of the Deputy Assistant Secretary's time, prepares or requests preparation of briefing memoranda indicating purpose of appointments and outlining background data.
Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by the Deputy Assistant Secretary the subject of the meetings in order that they will be properly informed and provided with necessary information.
Provides support services that include office assistance, travel arrangement, document drafting, correspondence review, time keeping, and scheduling to meet the needs of the team.
Responsible for carrying out special assignments for the Deputy Assistant Secretary, which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the Deputy Assistant Secretary.
Answers and promptly handles telephone calls coming into the office.
Maintains the schedule for Special Representative and the Office Director.
Manages passports and visa procurement for all travel in support of the office.
Prepares correspondence, telegrams, and memoranda, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.
Drafts/prepares travel authorizations on behalf of members of office members based on information provided by traveler.
Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs).
Upon completion of trip, assists traveler in preparing electronic travel vouchers.
Follows up with traveler to ensure all expense documents have been submitted and on time (i.e., within 30 days).
Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate officers for action; composes replies when appropriate.
Maintains office files and procures necessary office supplies.
Prepares time-and-attendance sheets and vouchers for taxis and representational funds.
Makes and acknowledges various social arrangements and obligations which are a part of the official responsibility of the office.
Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.