Where is this Senior Office Management Specialist job located?

Washington DC, District of Columbia, 20024, United States

What type of employment is offered for this Senior Office Management Specialist role?

Full-time or part-time position

How can I apply for the Senior Office Management Specialist position at PCI Government Services LLC?

You can apply directly through the application link provided.

Senior Office Management Specialist at PCI Government Services LLC

Senior Office Management Specialist

Essential Duties and Responsibilities

Serves as a Senior Office Management Specialist for S/SPEHA Front Office and other S/SPEHA staff. This position provides a wide variety of essential administrative and managerial support and must work with minimal direction and deal directly and effectively with senior officials of the Department and other governmental agencies. The contractor must be discreet in handling sensitive material, maintaining proper records and disposing of them as required. S/SPEHA is a fast-paced environment where accuracy, attention to detail, and speedy task completion are essential. This position involves many competing priorities and the ability to manage multiple front office requests. The contractor must maintain professionalism and exhibit excellent customer service to internal as well as external customers. Specific duties include:

Maintain and coordinate the senior management's calendars and office schedules.
Work closely with senior management to schedule appointments and arrange meetings, ensuring guests are cleared into the building and escorted as needed, and reserving meeting rooms and inviting participants, as required.
Arrange complex travel for senior leadership and assist office staff with travel planning and authorizations, ensuring timeliness and accuracy. Assist travelers with the submission of travel vouchers for all travelers at the conclusion of each trip. Particular emphasis placed on ensuring that all travel is in accordance with the Federal Travel Regulation (FTR), including passport applications submission, processing country clearance (eCC) requests and securing travel visas when required.
Screen telephone calls, visitors, and incoming correspondence.
Handle all tasks required to arrange service calls concerning administrative, logistical, and IT support.
Request office supplies, maintain supply inventory, and coordinate maintenance and repair of office equipment.
Ensure timely action by relevant managers and staff on received action items requiring action by the Director.
Organize representational events in the specific department and elsewhere, and prepare guest lists, escort VIP guests, reserve meeting rooms, and coordinate the escort of other guests with staff members as needed.
Maintain and update standard operating procedures (SOPs) for the office in compliance with specific organizational requirements.
Maintain all electronic and paper files. Maintain the office SharePoint site and filing system is organized and functional.
Advise and assist other staff members to ensure understanding and compliance with established SOPs, requesting guidance from senior staff members, as necessary.
Act as timekeeper for US Direct Hire staff, coordinating with supervisors, and keeping records in compliance with policy.

Education and Qualifications

Education

Minimum Education: Bachelors preferred or Associates in Office Administration accepted with 2 years of specific experience having performed these duties.
Minimum/General Experience: Seven years Office Management/Executive Assistant experience

Qualifications

Must be a US citizen and possess or obtain/maintain a minimum a SECRET clearance.
Demonstrated ability evaluating and recommending proposed events, travel, and meetings for senior government officials in alignment with mission priorities.
Ability to swiftly and accurately initiate and plan multi-stage international travel, to include obtaining all necessary visas, creating accurate and correct E2 travel orders, and working with SATO VIP to handle all flight details, changes, and ticketing in accordance with approved working time limits and agreements.
Demonstrated skill in interacting with officials at all levels of the private and public sector to obtain acceptance of and cooperation with the Presidential Envoy's programmatic agenda, proposals, and preferences. This includes skill in advising and instructing other Department offices and officials on travel, meetings and events, their planned participation in such events, etc. to ensure a smooth coordinated effort.
Demonstrated skill in attention to detail, ability to anticipate needs, and excellence in customer service in all interactions. Ability to exhibit a professional demeanor and presence in all instances, and ability to multitask in high energy, high stress, fast paced environments.
Demonstrated ability to design, plan, and coordinate complex and widely attended events independently and efficiently.
Ability to quickly recognize all that is needed for important (and often urgent) meetings and travel and can anticipate and adapt procedures to successfully solve dilemmas, emergencies and quickly changing situations.

Senior Office Management Specialist at PCI Government Services LLC – Washington DC, District of Columbia

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