Office Management Specialist 2

The Tatitlek Corporation•Arlington, VA

1d•Onsite

About The Position

This role provides comprehensive office management support within the Office of the Assistant Secretary for Diplomatic Security. Duties include managing executive calendars, coordinating high-level meetings and events, screening communications, organizing files, coordinating travel, preparing briefing materials, proofreading correspondence, developing office procedures, and providing administrative support to senior leadership and Front Office staff.

Requirements

Must be a U.S. citizen and possess at a minimum a Secret security clearance with eligibility to obtain and maintain a Secret and or Top Secret/SCI clearance.
Minimum of five (5) years of progressively responsible experience providing executive administrative support, office management, or Front Office support.
Demonstrate a strong command of the English language including grammar, spelling, punctuation, and executive correspondence preparation.
Experience coordinating executive calendars, travel, meetings, and administrative operations in a fast-paced Front Office environment.
Ability to support Front Office staffers with administrative coordination, task management, scheduling, travel support, correspondence tracking, and day-to-day office operations.
Ability to handle multiple tasks simultaneously and manage competing priorities under tight deadlines.
Must be highly organized, professional, and able to interact effectively with personnel at all levels.
Ability to exercise discretion and sound judgment when handling sensitive or confidential information.
Demonstrated proficiency in Microsoft Office Suite, Outlook, Excel, PowerPoint, SharePoint, Teams, and other office automation systems.
Experience with records management, administrative tracking systems, and office procedures.
Ability to work independently as well as part of a team.
Must have the ability to obtain and maintain a security clearance.
Satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States are required.

Nice To Haves

Associate’s Degree in Office Management, Business Administration, Public Administration, or related field preferred; however, relevant progressively responsible experience may be substituted in lieu of a degree.
Experience supporting senior executives, staff assistants, and high-level government officials preferred.
Department of State experience preferred.

Responsibilities

Establish and manage Front Office administrative procedures in coordination with the Chief of Staff and Front Office personnel.
Manage and maintain the Assistant Secretary’s calendar, schedule appointments, meetings, briefings, and official events.
Coordinate high-level meetings, conferences, secure video teleconferences, and executive engagements.
Monitor Front Office taskers, action items, and suspense deadlines to ensure timely responses.
Manage and maintain office filing systems, records, correspondence, and administrative tracking systems.
Monitor administrative requirements of the Front Office and coordinate administrative matters with Bureau and Department offices.
Prepare official travel arrangements and travel vouchers for Front Office personnel, including coordination of itineraries, country clearances, visas, lodging, and transportation.
Prepare briefing materials, meeting agendas, executive folders, memoranda, cables, correspondence, reports, and briefing papers.
Draft routine correspondence and proofread documents received for executive signature.
Organize and prioritize documents and correspondence for the Assistant Secretary and Front Office leadership.
Receive and escort visitors and coordinate visitor access procedures.
Screen and facilitate telephone inquiries and Front Office communications.
Coordinate official representational functions, executive events, and protocol activities.
Coordinate conference room scheduling, meeting logistics, and event support.
Prepare and maintain organizational charts, contact rosters, distribution lists, and administrative databases.
Prepare time and attendance records and maintain leave tracking for Front Office personnel.
Order office supplies, equipment, and coordinate office service requests and repairs.
Assist with onboarding, out-processing, office moves, and workspace coordination.
Maintain digital and hard copy filing systems in accordance with Department records management policies.
Coordinate with visit control officers and security personnel to support high-level visits and meetings.
Provide administrative and secretarial support to senior Department officials, Front Office staffers, and visiting dignitaries.
Provide administrative and operational support to Front Office staffers, including coordination of schedules, travel, task management, correspondence tracking, and day-to-day office operations.
Assist with safeguarding classified and sensitive materials in accordance with Department security procedures.
Utilize Microsoft Office Suite, Outlook, Excel, PowerPoint, SharePoint, Teams, and Department administrative systems to support office operations.
Perform other administrative and office management duties as assigned.