Office Management/Staff Officer

Everforth ECS; Hawaii; On-site; USD 70,000 - 95,000; Full time

Job summary

Everforth ECS is hiring an Office Manager/Staff Officer to support senior leadership at the Halawa Heights, HI customer site. The role covers full administrative, communication, and operational support, including calendar management, travel arrangements through DTS/MET, and handling internal and external taskers.

The position requires strong writing, editing, and coordination skills, with a focus on efficient office operations and governance support.

Qualifications

• Bachelor's degree in business/management or related field, or equivalent experience.
• Strong calendar, travel, and correspondence management with attention to policy standards.
• Experience supporting senior leadership and coordinating cross‑functional activities.

Responsibilities

• Manage calendars, meetings, and travel using government systems.
• Draft and edit official correspondence, reports, and staff summaries.
• Coordinate meetings, town halls, and events with agendas and minutes.
• Maintain SharePoint sites, distribution lists, and organizational charts.
• Prepare materials for conferences and briefings; track action items to closure.

Skills

Calendar management

Travel coordination

Executive support

Communication skills

Documentation

Education

Bachelor's degree in Business/Management or related field

Tools

SharePoint

MS Office

DTS/MET

N-CERTS

Job description

Everforth ECS is seeking an Office Manager/Staff Officer, to work at our Halawa Heights, HI 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.
• Active TS/SCI with ability to pass CI Poly
• Bachelor’s Degree in a Business, Management, or related field. In lieu of a degree, 10+ years of directly applicable experience is required.
• 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.

Desired Skills

• Active TS/SCI w/CI Poly
• Proficiency with government systems is highly desired, including the NGA Central Electronic Routing and Tasking System (N-CERTS), and the Management and Execution Tracker (MET)
• Experience using Defense Travel System (DTS).
• Working knowledge of the Defense Civilian Intelligence Personnel System (DCIPS) and PeopleSoft.

ECS Federal LLC is an equal opportunity employer and does not discriminate or allow discrimination on the basis any characteristic protected by law. All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, or local jurisdiction law.

Everforth ECS is the federal segment of Everforth , a $4B global organization with over 10,000 employees. Our nearly 3,500 professionals deliver advanced technology solutions in data and AI, cybersecurity, and enterprise transformation, serving defense, intelligence, and federal civilian agencies.

Our work powers mission‑critical outcomes, strengthens technology partnerships, and creates meaningful opportunities for our people. We are defined by a commitment to excellence in delivery, a culture of innovation, and an environment where talent can thrive and grow.

We value:

• Attracting and developing top talent and high‑performing teams
• Fostering a culture that is engaging, accountable, and mission‑driven

Meet the challenge. Make a difference with Everforth ECS!

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Our Culture

Employer Privacy Policy

ECS Federal LLC is an equal opportunity employer and does not discriminate or allow discrimination on the basis any characteristic protected by law. All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, or local jurisdiction law.

Everforth ECS is the federal segment of Everforth , a $4B global organization with over 10,000 employees. Our nearly 3,500 professionals deliver advanced technology solutions in data and AI, cybersecurity, and enterprise transformation, serving defense, intelligence, and federal civilian agencies.

Our work powers mission‑critical outcomes, strengthens technology partnerships, and creates meaningful opportunities for our people. We are defined by a commitment to excellence in delivery, a culture of innovation, and an environment where talent can thrive and grow.

Meet the challenge. Make a difference with Everforth ECS!

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