Office Administrator

Overview

The Work

The Office Administrator provides comprehensive administrative and coordination support to a senior-level Adviser. In this capacity, the Office Administrator provides direct, high-caliber administrative and coordination support to the Adviser and the office, ensuring that operations are well organized, responsive, and aligned with leadership priorities.

The position is responsible for establishing and maintaining clear channels of guidance and communication within the office and with external stakeholders, supporting effective information flow, task management, and follow-through on commitments. The Office Administrator oversees day-to-day administrative functions, coordinates taskings and deliverables, and facilitates collaboration among staff so that leadership can focus on strategic, policy, and programmatic objectives.

MUST HAVE AN ACTIVE SECRET CLEARANCE

Responsibilities

Key Responsibilities

• Serve as the primary point of contact for the Adviser, managing incoming correspondence, emails, and telephone calls and ensuring inquiries are handled promptly and professionally.
• Monitor and review all incoming and outgoing correspondence and requests for action, determining appropriate disposition or follow-up and consulting with leadership as needed.
• Coordinate taskings and paper flow by assigning actions to office leadership and relevant staff, tracking status, and ensuring timely completion.
• Leverage comprehensive knowledge of office functions to screen, prioritize, and route materials of special interest or sensitive nature directly to the Adviser or other appropriate officials.
• Apply strong editorial and quality assurance skills to proofread and edit documents, confirming that required clearances and coordination have been obtained and that final products meet established objectives and standards.
• Meet regularly with the Adviser and office staff to review invitations and meeting requests; coordinate meeting logistics, including room reservations or virtual platforms, and arrange visitor access for official meetings.
• Maintain the Adviser's calendar accurately, ensuring appropriate scheduling, deconfliction, and prioritization of engagements.
• Manage time and attendance reporting in TATEL, ensuring accurate and timely entries for the Adviser and office staff.
• Coordinate all aspects of travel for the Adviser and office staff, including serving as Travel Arranger; preparing travel authorizations; arranging passports, visas, and reservations; collaborating with the travel team to close out vouchers; and uploading required receipts.
• Support the completion of annual performance evaluations by assisting with data entry and updates in the ePerformance system.
• Oversee procurement of office supplies and materials, including business cards, in accordance with office needs and applicable procedures.
• Provide courteous, responsive customer service to visitors and callers via telephone, correspondence, email, and in-person interactions, including controlling access to the office suite and escorting visitors to and from meetings with the Adviser.
• Perform routine administrative tasks such as photocopying, scanning, faxing, and distributing mail.
• Maintain and update the Adviser's business contact lists by capturing and organizing contact information (e.g., scanning business cards and maintaining contact databases).
• Help manage office data repositories (e.g., SharePoint, OneDrive) and support updates to internal and external office websites to ensure information is current and accurate.
• Assist with the management of office social media accounts, supporting content updates and coordination in line with office communications objectives.
• Track and reconcile travel and office-related expenses to support accurate budgeting, reporting, and reimbursement.
• Other Duties as assigned.

Qualifications

Qualifications - Here's What You Need

• Foundational knowledge in at least one relevant discipline such as international relations, political science, history, public administration, economics, or linguistics/languages; a bachelor's degree in a related field is preferred.
• Experience working with SharePoint for document management, collaboration, and/or information sharing.
• Experience using and managing content on social media platforms in a professional context.
• Familiarity with the functions, responsibilities, and objectives of the office and its broader organizational context.
• Demonstrated ability to develop and maintain professional working relationships with colleagues across the organization and within the broader foreign policy community, and to establish effective liaison with counterparts in other organizations.
• Secret Clerance is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Exceptional interpersonal skills with the ability to communicate in a clear, professional, and articulate manner.
• Excellent organizational, analytical, and problem-solving skills with high-level attention to detail.
• Exceptional verbal and written communication skills.
• Proven ability to multitask and prioritize in a fast past environment with changing priorities; adaptable to change and a quick learner.
• Must be self-motivated and able to work well independently as well as on a multi-functional team.
• Ability to handle sensitive and confidential information appropriately
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.

Our Commitment to you / overview of benefits

• SCA Health & Welfare fringe benefits.
• Telemedicine
• Dental & Vision
• EAP
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Program Manager

Working Conditions

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.

Pay Range

USD $46.00 - USD $54.00 /Hr.