Office Management / Staff Officer - Senior - PSO-OMSO-0003* (KEY)

Job Description

Job Description

PD 13: Office Manager/Staff Officer – Senior

The Office Manager/Staff Officer – Senior, is an experienced and highly competent professional to perform significant duties with little to no supervision. This work role will provide direct, high-level support to senior leadership, independently managing a wide range of functions and 

tasks. This individual will track strategic issues, develop planning guidance, and resolve complex business and administrative challenges that are central to office management, business operations, and communications. This role is responsible for the seamless operation of an

executive office, providing direct, high-level support to senior leadership and ensuring all administrative and operational functions are executed with excellence.

Duties May Include:

• Executive Support: Provide comprehensive executive-level support by managing the day-to-day operations, schedules, and complex calendars for senior leadership. Plan and lead all aspects of front office business operations. This includes responding to data calls, managing corporate communications, and ensuring timely, coordinated responses.

• Provide direct support to senior leadership by tracking operational and strategic issues, developing high-level roadmap strategies, and implementing planning guidance.

• Task Management: Serve as the lead coordinator for all internal and external taskers, utilizing systems like N-CERTS. This includes initiating, assigning, and monitoring tasks, consolidating responses, and ensuring timely, high-quality submissions for leadership review.

• Executive Communications: Draft, edit, and prepare executive-level briefing materials, PowerPoint presentations, talking points, staff summaries, and concise reports for senior-level directors, agency heads, IC partners, and industry.

• Greet, receive and assist office visitors, to include escorting to meeting place, upon entrance/exit of the facility, or as required; answering phone calls for the purpose of recording messages, transferring calls, assisting with caller inquiries, coordinating office agendas and activities; etc.

• Meeting & Event Coordination: Lead the facilitation of leadership-directed meetings, conferences, and off-sites. Oversee all logistics, including arranging facilities, establishing VTC connections, and preparing and distributing read-ahead materials and agendas. Record and track action items to closure.

• Meeting & Calendar Management: Manage daily and long-range calendars, coordinate pre-meeting activities (agendas, talking points), and facilitate leadership-directed meetings, conferences, and off-sites, including all logistical arrangements. Take notes and electronically record action items to ensure follow-through.

• Travel Management: Manage and oversee all travel arrangements, including preparing orders and vouchers in the Defense Travel System (DTS) and Management and Execution Tracker (MET). Ensure all necessary actions for foreign and domestic travel are completed accurately and efficiently.

• Coordinate non-monetary awards, attend meetings, capture notes to relay to awards coordinator(s). Prepare award certificates for presentations.

• Coordinate logistics for office moves, update seating charts, initiate equipment trouble tickets, manage office supplies by serving as the POC to inventory the stock and coordinate the requirements list for purchase.

• Information & Records Management: Oversee the office's records management program to ensure full 

compliance with agency guidelines. Manage and maintain SharePoint sites, shared folders, organizational charts, and recall rosters. Synthesize complex information to prepare analytical reports, graphics, and other materials.

• Work closely with the Primary Information Officer and designated Information Officer within the Directorate’s Front Office in their assigned duties. Maintain office security groups, distribution groups and folder permissions to ensure access to and security of files.

• Process Improvement: Identify, analyze, and resolve complex business and administrative issues. Develop and implement process improvements, documenting procedures through Standard Operating Procedures (SOPs) to enhance office efficiency.

• Leadership & Mentorship: Serve as a central source of administrative expertise, providing guidance and mentorship to junior administrative staff on office management policies, procedures, and guidelines.

Required Skills:

• Education: A minimum of a Bachelor’s degree in Business, Management, or a related field.

• Experience: A minimum of 12 years of demonstrated experience performing significant administrative or office manager duties for senior-level leadership, with a proven ability to lead tasks, sub-tasks, and projects independently and to closure. In lieu of a degree, 15+ years of directly applicable experience is required.

• Demonstrated expert-level written and oral communication skills, with the ability to produce concise, comprehensive, and error-free reports and correspondence.

• Demonstrated knowledge of office information technology (IT) equipment (e.g., copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing administrative tasks.

• Proven ability to plan, lead, and follow through on complex projects with minimal supervision.

• Strong interpersonal and customer service skills, with extensive experience providing executive-level support and interacting with senior directors and agency heads.

• Exceptional problem-solving, critical thinking, and analytical skills to resolve business and administrative challenges.

• High level of attention to detail and the ability to prioritize workload while managing competing deadlines in a fast-paced environment.

• High level of proficiency with computer platforms and the complete Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).

Desired Skills:

• Proficiency with other government systems such as the Defense Civilian Intelligence Personnel System (DCIPS), PeopleSoft, NGA Central Electronics Routing and Tasking System (N-CERTS), and Management and Execution Tracker (MET).

• Expertise with government systems, including Defense Travel System (DTS).

• Demonstrated experience with records management, best practices, and information management tools.