Executive Specialist/Office Management Specialist

Seneca Holdings; Washington (District of Columbia); On-site; USD 55,000 - 85,000; Full time

Job summary

Great Hill Solutions, LLC in Washington, DC seeks an Executive Specialist/Office Management Specialist to support senior officials. You will manage meetings, arrange travel, prepare documents, and maintain schedules for the Deputy Secretary’s office.

The role requires DoS operations knowledge, secretarial experience under pressure, and careful handling of sensitive information with strong administrative skills.

Qualifications

• Excellent knowledge of Department of State operations and office management.
• Experience as a secretary/office manager under pressure.
• Working knowledge of PCs and general administrative practices.
• Experience with classified and unclassified databases; Excel and Word proficiency.
• Experience with travel coordination using E2 preferred.
• Attention to detail and task initiative.

Responsibilities

• Provide executive support to senior officials and manage calendar and meetings.
• Arrange travel, prepare travel vouchers, and coordinate itineraries.
• Draft correspondence and review documents for accuracy.
• Maintain office files, supplies, and timekeeping records.
• Handle calls, liaise with officials, and support Special Representative schedules.

Skills

Office management experience

Secretarial experience

Travel coordination

Data base knowledge

Excel

Microsoft Word

Attention to detail

Tools

E2 travel system

Excel

Microsoft Word

Job description

Great Hill Solutions, LLCis part of the Seneca Nation Group (SNG) portfolio of companies. SNGis Seneca Holdings' federal government contracting business that meets mission-critical needs of federal civilian, defense, and intelligence community customers. Our portfolio comprises multiple subsidiaries that participate in the Small Business Administration 8(a) program. To learn more about SNG, visitthe website and follow us onLinkedIn.

Our team of talented individuals is what makes us successful. To support our team, we provide a balanced mix of benefits and programs.Your total rewards package includes competitive pay, benefits, and perks, flexible work-life balance, professional development opportunities, and performance and recognition programs. We offer a comprehensive benefits package that includes medical, dental, vision, life, and disability, voluntary benefit programs (critical illness, hospital, and accident), health savings and flexible spending accounts, and retirement 401K plan. One of our fundamental principles is to offer competitive health and welfare benefits to our team members, providing coverage and care for you and your family. Full-time employees working at least 30 hours a week on a regular basis are eligible to participate in our benefits and paid leave programs. We pride ourselves on our collaborative work environment and culture, which embraces our mission of providing financial and non-financial benefits back to the members of the Seneca Nation.

Great Hill is seeking an Executive Specialist/Office Management Specialist in Washington, DC. The objective of this work is to provide Executive Specialist support to senior level officials for one of Great Hill Solutions' government clients.

Roles and Responsibilities include, but are not limited to:

• Reports directly to a DAS and the Director (and/or policy coordinator) In this connection, the incumbent handles all requests for meetings and appointments, decides the distribution of the Deputy Assistant Secretary's time, prepares or requests preparation of briefing memoranda indicating purpose of appointments and outlining background data. Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by the Deputy Assistant Secretary the subject of the meetings in order that they will be properly informed and provided with necessary information.
• The contractor shall provide support services that include office assistance, travel arrangement, document drafting, correspondence review, time keeping, and scheduling to meet the needs of the team.
• Responsible for carrying out special assignments for the Deputy Assistant Secretary, which require ahigh degree of tact and diplomacy and comprehensive knowledge of the views of the Deputy Assistant Secretary
• Answers and promptly handles telephone calls coming into the office.
• Maintains the schedule for Special Representative and the Office Director.
• Manages passports and visa procurement for all travel in support of the office.
• Prepares correspondence, telegrams, and memoranda, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.
• Drafts/prepares travel authorizations on behalf of members of office members based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs).Upon completion of trip, assists traveler in preparing electronic travel vouchers.
• Follows up with traveler to ensure all expense documents have been submitted and on time (i.e., within 30 days).
• Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate officers for action; composes replies when appropriate.
• Maintains office files and procures necessary office supplies.
• Prepares time-and-attendance sheets and vouchers for taxis and representational funds.
• Ability to work under pressure and tight or short deadlines.
• As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.
• Makes and acknowledges various social arrangements and obligations which are a part of the official responsibility of the office.
• Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

Basic Qualifications:

• The contractor shall have the following skills:
• Excellent knowledge of Department of State operations and overall office management experience.
• Experience as a secretary/office manager working under pressure.
• Working knowledge of personal computers and general administrative practices
• Demonstrates extensive experience and demonstrated ability in working with classified and unclassified computer data bases. Operation and knowledge of Excel, Microsoft Word, and related computer-based programs operations.
• Extensive experience with travel arranging through E2 is highly preferred.
• Attention to detail and initiative to manage tasks rather than simply respond to requests.

Equal Opportunity Statement:

Seneca Holdings provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex/gender, sexual orientation, national origin, age, disability, marital status, genetic information and/or predisposing genetic characteristics, victim of domestic violence status, veteran status, or other protected class status. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training. The Company also prohibits retaliation against any employee who exercises his or her rights under applicable anti-discrimination laws. Notwithstanding the foregoing, the Company does give hiring preference to Seneca or Native individuals. Veterans with expertise in these areas are highly encouraged to apply.