Office Manager Lead at Rios Partners LLC – Arlington, Virginia

Title: Office Manager Lead / Executive Assistant with TS/SCI Clearance

Location: Washington, D.C. metro area

Summary

Rios Partners is a mission-driven consulting firm creating positive change by delivering value for our clients, investing in our employees, and solving tough problems that benefit our local and global communities. We ground our approach in empathy, enabling our team members to better hear our customers’ challenges and work together to develop effective solutions. As a team, we know what it takes to move organizations forward with measurable, sustainable results.

Our primary consideration when evaluating candidates is alignment with our Mission and Values, which can be found at http://www.riospartners.com/mission-and-values/.

Job Description

We are seeking a highly organized and motivated Office Manager to provide office management and executive support services (OM&ESS) to the Office of the Under Secretary of Defense (OUSD P). This role of Office Manager and Executive Assistant with a TS/SCI clearance and 10 years of relevant experience to provide high-level administrative support to senior leadership as well as the management of the team of Executive Assistants. This role requires exceptional organizational skills, discretion, and the ability to operate in a fast-paced, hybrid work environment. We are looking for an excellent leader and great teammate. This position will be in the Washington D.C. metro area, at our office in Arlington, VA or virtually from home. Final schedules will be determined based on client and organizational needs.

Key Responsibilities:

Office Management

• Provide on-site leadership, supervision, and management of 20 Senior executive assistants and 51 executive assistants distributed over 30 offices.
• Provide outstanding (OM&ESS) that includes excellence, transparency, accountability, and teamwork & service to customers.
• Work with the on-site Program manager to create efficient & effective (OM&ESS) teams across the OUSD-P organization
• Address issues that affect timely and effective delivery of services
• Serve as one of 7 POCs for the PM
• Keep PM and individual offices under your purview informed of the status of personnel actions (i.e. plan/timeline for filling positions, corrective action to address performance issues)
• Help PM Identify, plan, direct, coordinate, develop and implement innovative process improvement to OM&ESS and other enabling services throughout the organization
• Oversee execution and completion of PWS requirements
• Apprise the PM of OM&ESS challenges affecting timely delivery of services
• Manage, train and supervise contractor OM&ESS personnel
• Provide for and maintain technical proficiency of contractor OM&ESS staff
• Continuity of Service for OM&ESS requirements
• Develop & maintain continuity of services materials for daily ops (e.g. digital or hard-copy continuity books)

Correspondence

• Log, review, distribute, and monitor correspondence (via CATMS) and FOIA requests received from OSDP Exec Sec
• Perform records management duties
• Manage incoming and outgoing mail

Security

• Facilitate security clearance processing for permanent and temporary personnel
• Facilitate building access
• Manage and maintain communication security (COMSEC)

Onboarding OM&ESS staff

Other Administrative & Important Responsibilities

• Administrative Support: Manage complex calendars, schedule meetings, coordinate travel arrangements, and handle confidential correspondence.
• Subject Matter Expertise: Serve as subject matter expert in interpreting Joint Travel Regulations (JTR) and facilitating compliance with Foreign Clearance Guide to plan and coordinate travel in conjunction with the DASD(P) activities; review travel authorizations and vouchers; arrange necessary passports and visas for official travel.
• Daily Briefing Preparation: Provide a daily read-ahead book with information for the next day and next week activities for the DASD(P) prior to the end of the duty day; maintain electronic copies, and paper as directed by the Government, of files of all office documents including letters, memos, reports, and briefings.
• Event Coordination: Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc. for meetings held in conjunction with the DASD(P) activities; escort, greet, and provide information supporting visits to the DASD(P). Plan, organize, and execute meetings, briefings, and other events, ensuring all logistical and administrative aspects are seamlessly handled.
• Communication: Serve as a point of contact between executives and internal/external stakeholders, maintaining professionalism and discretion in all communications.
• Documentation: Prepare and edit presentations, reports, and other documents using MS Office tools (Excel, PowerPoint, Word).
• Process Optimization: Identify opportunities to improve administrative processes and implement solutions to increase efficiency. Create tools such as Excel spreadsheets and other databases to compile, track, summarize, and report the status of various documents and projects.
• Problem Solving: Anticipate and address challenges proactively to ensure smooth operations.
• Client Support: Assist with project coordination and liaise with clients in the national security community, adapting to their unique requirements and needs.
• Team Interaction: Foster a positive, respectful, and inclusive working environment with colleagues and clients.

Required education, skills, and experience

• Active TS/SCI or TS (w/ SCI Eligibility) Clearance
• A bachelor’s degree from an accredited college or university (in lieu of a Bachelor’s degree, twelve (12) years of demonstrated experience and skills in providing Executive Level Administrative Assistant support to Senior Executives in the Federal government, Military (DoD Flag/General Officers), or private sector, to include but not limited to correspondence / workflow management may be substituted.
• A minimum of ten (10) years of demonstrated experience and skills in providing Executive Level Administrative Assistant support to Senior Executives in the Federal government, Military (DoD Flag/General Officers), or private sector, to include but not limited to correspondence / workflow management
• A minimum of three (3) years of management experience, in environments similar to OSD components, Leading and supervising teams.
• A minimum of two (2) years of executive level support experience in OSD or military service components.
• Demonstrated experience providing timely and high-quality support to Executive-level Principals in a complex and fast-paced environment requiring a high-degree of critical thinking, initiative, problem solving, and professional judgement across an organizational setting (i.e. not siloed to one or two specific tasks).
• Highly proficient with DTS and CATMS (creating, reviewing and approving CONUS and OCONUS Defense Travel System (DTS) orders)
• Highly proficient using Microsoft Office Suite to include: Word, Excel and Power Point.
• Strong organizational and multitasking skills, with a proven ability to manage competing priorities effectively.
• Excellent written and verbal communication skills, with attention to detail and professionalism.

Preferred Qualifications

• Experience supporting clients in the defense or intelligence communities.
• Familiarity with Human-Centered Design (HCD) principles to align processes with user needs.
• Knowledge of the unique challenges and requirements in the national security sector.

Additional information

• U.S. work authorization required
• Must be willing to live in the DC Metro Area and commute to the Rios Partners office at least twice weekly

Benefits Information:

• Profit-sharing/Performance Bonus: Rios Partners is committed to ensuring the success of the organization benefits the entire team. As such, a portion of profits is paid out to employees. The total amount of Profit-Sharing/Performance Bonus distributed to the team may vary year to year and will depend on numerous factors, including market conditions, company performance, and individual performance.
• Retirement plan: Rios Partners offers a 401(k) and contributes an amount equivalent to 3% of the employee’s base salary each month to the designated fund. Employees may choose to contribute additional money into the 401(k) from their paycheck each month.
• Health and Vision insurance: Rios Partners covers 90% of the premium for both the employee and their dependents for a Platinum plan health coverage through United Healthcare; this includes coverage for both medical and vision insurance.
• Dental insurance: Rios Partners covers 90% of the premium for both the employee and their dependents for a dental insurance plan through Delta Dental.
• Disability insurance: Rios Partners will pay 100% of the premium for both short-term and long-term disability insurance provided through Guardian.
• Paid Time Off (PTO) and holidays: You will be eligible for three weeks of PTO (15 days) and 12 paid holidays each year. In additional accrued PTO, Rios Partners provides additional time off for both expected and unexpected events (e.g., Bereavement Leave, Jury Duty, Voting).
• Maternity, Paternity, and Adoption Leave: Rios Partners celebrates employees’ choice to become parents. We are also aware that pregnancy and caring for an infant or a newly adopted child may cause additional life complexities. As such, we provide employees twelve (12) weeks of paid leave in association with the birth of an employee’s own child or the placement of a child with the employee in connection with adoption or foster care. To be eligible for Maternity/Paternity/Adoption Leave Program, team members must: 1) Have worked at Rios Partners full-time for a minimum of 12 continuous months. 2) Be in good employment standing with Rios Partners (i.e., not on probation). 3) Request leave a minimum of 30 days in advance if possible. If this is not possible, please place your request as soon as possible once you become aware of it. Regardless of eligibility for the Rios Partners Maternity/Paternity/Adoption Leave Program, all Rios Partners employees are eligible for the Department of Labor’s Family and Medical Leave Act entitlements as well as Rios Partners Short Term Disability plan.
• Employee Assistance Program: Rios Partners cares about the mental health of our employees. Through our employee assistance program, ComPsych, we offer 5 EAP sessions to address personal issues such as relationship struggles, substance abuse, parenting challenges and grief. ComPsych, if you decide to utilize the service, also provides FinancialConnect, LegalConnect and FamilySource to provide support and resources for every eligible employee.
• Training and Development: Rios Partners is committed to helping you achieve your highest potential. Our personal view is that this is best accomplished through a combination of client engagements, opportunities to take on new roles within the team, and internal (team) / external (expert) training.

Equal Opportunity Employer

Rios Partners is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Rios Partners is an E-Verify Employer. Click here for more information on E-Verify.

Seniority Level: Entry level

Functions: Administrative, Customer Service, Human Resources

Workplace Type: Hybrid

Job Type: Full-time