Office Management/Staff Officer

ecsfederal; Arlington (VA); On-site; USD 95,000 - 116,000; Full time

Job summary

Everforth ECS seeks an Office Manager/Staff Officer (Mid-Level) to support the Arlington, VA program with a full range of administrative tasks and senior-leadership support.

This role includes calendar management, travel planning in DTS/MET, and rigorous tasker coordination using NGA NCERTS, with responsibilities for briefing materials, meeting minutes, and office communications to keep operations running smoothly.

Qualifications

• Bachelor's degree in Business, Management, or related field or 10+ years of directly applicable experience.
• Active TS/SCI with ability to pass CI Poly.
• 7+ years of office management or administrative experience.
• Strong problem-solving and decision-making capabilities.
• Excellent interpersonal and written communication skills.
• Proven ability to work independently and in a team.

Responsibilities

• Administrative & Office Support: manage calendars, scheduling, meetings, and room reservations; set up VTC/online connections; prepare materials for conferences and briefings.
• Task & Correspondence Management: serve as suspense coordinator for the office; draft and edit routine correspondence and staff summaries.
• Communications & Reporting: draft, review, and edit official correspondence and meeting minutes; prepare summaries from various sources.
• Meeting & Event Coordination: coordinate staff meetings, governance forums, and events; prepare agendas and distribute materials; track action items.
• Travel Coordination: prepare travel orders and vouchers in DTS and requests in MET; coordinate conference planning and office moves.
• Information Management: maintain SharePoint sites, distribution lists, organizational charts; manage records per policy; maintain security groups.
• Logistical Support: inventory and purchase office supplies; coordinate moves; manage seating charts and equipment tickets.
• Process Improvement: develop SOPs and improve Directorate business operations policies.

Skills

Calendar management

Travel coordination

NCERTS process familiarity

SharePoint administration

Meeting & event planning

Office administration

Education

Bachelor's degree in Business/Management or related field

Tools

DTS

MET

SharePoint

MS Office

Job description

Everforth ECS is seeking an Office Manager/Staff Officer, Mid-Level to work at our Arlington, VA customer site.

Note: This position is contingent upon contract award and final acceptance by government customer.

Office Management/Staff Officer Work Role:

The Office Management/Staff Officer role is responsible for the full spectrum of administrative, communication, and operational support within the organization. This role includes direct support to senior leadership by managing daily operations and schedules, deconflicting calendars, and arranging travel through government systems such as the Defense Travel System (DTS) and the Management and Execution Tracker (MET). Another key function is the rigorous management of all internal and external taskers through NGA’s NCERTS system to ensure timely coordination and completion. The role is central to office communications, involving the development, editing, and distribution of finished materials such as briefings, reports, meeting minutes, and strategic messaging. Office Management/Staff Officers manage records and information management, including SharePoint site administration, and coordinate all aspects of meeting and event planning, making the position integral to the office's efficient functioning. This role manages day-to-day activities so leadership can focus on strategic planning and execution.

Duties May Include:

• Administrative & Office Support: Perform a full range of administrative duties, including managing calendars, scheduling, and coordinating meetings, reserving conference rooms, reserving conference rooms, setting up Video Teleconference (VTC) or online meeting connections, and anticipating and preparing materials needed for conferences, Town Halls, Offsites, appointments, and briefings.
• Task & Correspondence Management: Serve as a suspense coordinator for the office, using systems like N-CERTS to receive, track, coordinate, and respond to internal and external taskers. Draft and edit routine correspondence, reports, and staff summaries to ensure they are accurate and adhere to agency standards.
• Communications & Reporting: Draft, review, and edit official correspondence, memoranda, weekly activity reports, briefings, and meeting minutes. Prepare special or one-time reports and summaries by selecting and synthesizing relevant information from various sources. Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms.
• Meeting & Event Coordination: Coordinate and support office staff meetings, governance forums, and other events. This includes preparing agendas, distributing read-ahead materials, preparing and distributing meeting minutes, and tracking action items to closure.
• Travel Coordination: Assist with travel arrangements by preparing travel orders and vouchers in the Defense Travel System (DTS) and creating requests in the Management and Execution Tracker (MET). Assist with conference planning. Coordinate logistics for office moves, update seating charts, initiate equipment trouble tickets, and manage office supplies by serving as the POC for inventory and coordinating the purchase list.
• Information Management: Manage office records and files in compliance with agency policy. Maintain and update SharePoint sites, distribution lists, organizational charts, and recall rosters. Work closely with the Primary Information Officer and the designated
• Information Officer within the Directorate’s Front Office in their assigned duties. Maintain security groups, distribution groups, and folder permissions to ensure access to and security of files.
• Logistical Support: Manage office logistics, including inventorying and purchasing office supplies, coordinating office moves, updating seating charts, and initiating equipment trouble tickets.
• Process Improvement: Identify administrative issues and assist in the analysis and development of improved business processes, checklists, or Standard Operating Procedures (SOPs). Assist in the development, maintenance, and/or improvement of Directorate business operations policies.
• Other duties, as assigned.

Salary Range: $95,000-116,000

General Description of Benefits

• U.S. Citizenship
• A minimum of a Bachelor’s Degree in a Business, Management, or related field. In lieu of a degree, 10+ years of directly applicable experience is required
• Active TS/SCI with ability to pass CI Poly
• A minimum of 7+ years of relevant office management or administrative experience
• Strong problem-solving and decision-making capabilities, with a proven ability to weigh the relative costs and benefits of potential actions and identify the most appropriate solution
• Highly developed interpersonal and oral/written communication skills, with the ability to effectively and professionally interact with a diverse set of stakeholders (from peers to end-users to executive management)
• Core Skills - Demonstrated interpersonal, organizational, and problem-solving skills
• Strong written and oral communication skills with the ability to synthesize information and prepare clear, concise materials
• High level of attention to detail and the ability to prioritize a dynamic workload with competing deadlines
• Experience interacting professionally with staff at all levels, including senior leaders and external partners
• Proven ability to work independently on assigned tasks and as part of a collaborative team
• Ability to analyze information and make recommendations to address the functional needs of the organization
• Technical Skills - Extensive knowledge and demonstrated skill with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience using and administering SharePoint sites
• 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