Office Management Specialist 2 Jobs

Office Management Support

Overview Duties encompassing, but not limited to the following, may fall into the office management field in support of the Office of the Assistant Secretary for Diplomatic Security: managing executive calendars, coordinating high-level meetings and events, screening calls and correspondence, organizing and maintaining filing systems, coordinating official travel, preparing briefing materials, escorting and receiving visitors, proofreading executive correspondence, developing and implementing office procedures, coordinating Front Office administrative operations, preparing reports and memoranda, maintaining databases and tracking systems, and providing administrative support to senior executive leadership and Front Office staff personnel. Major duties include:

• 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.

Professional qualifications/skills include:

• 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.
• 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.
• Minimum of five (5) years of progressively responsible experience providing executive administrative support, office management, or Front Office support.
• Experience supporting senior executives, staff assistants, and high-level government officials preferred.
• 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.
• Department of State experience preferred.

Reasonable accommodation may be made to enable individuals with disabilities to perform the following essential functions. Supervisory responsibilities: No. Work environment: A professional office in which typical office equipment and information technology is used. Physical requirements: The physical demands described must be met by an employee to perform the essential functions of the job. The employee must be able to: see, hear, and speak; lift objects weighing up to 20 pounds; sit for extended time; and use a personal computer and typical peripheral devices. Travel: No. Work authorization/security clearance: DoD Secret or higher security clearance, or the ability to obtain and maintain a Secret or TS/SCI clearance. U.S. Citizenship is required. Additional qualifying factors: Must have the ability to obtain and maintain a security clearance. In addition, a satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States are required.