Office Manager

VivSoft Technologies LLC; Springfield (VA); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Healthcare benefits

Life Insurance

Paid Time Off

401K Retirement Plan

Professional Development

Job summary

VivSoft Technologies LLC in the United States is seeking an Office Manager / Program Support Specialist to provide senior-level administrative, operational, and program support in a mission-driven environment. This role supports leadership, coordinates front-office activities, and ensures efficient business operations.

The ideal candidate will balance strategic planning with administrative excellence, manage tasking, scheduling, reporting, and cross-functional coordination, while maintaining

Qualifications

• Active TS/SCI clearance with eligibility.
• Bachelor’s degree in a relevant field.
• Minimum 10 years of relevant front office, executive, or program support experience.
• Experience with SharePoint and MS Office (Word/Excel/PowerPoint/Access).
• Experience handling travel, training, and supply functions for an organizational component.
• Ability to interpret, coordinate, and respond to taskers effectively.
• Strong written and verbal communication with initiative and leadership engagement.

Responsibilities

• Manage Office tasking process and ensure timely responses within deadlines.
• Coordinate with teams and SMEs on tasks, guiding response formats.
• Provide comprehensive office management: scheduling, meeting support, deliverables coordination.
• Ensure administrative functions comply with policies and procedures.
• Prepare reports, staff packages, briefings, and other documentation.
• Support secure data and content management, including distribution groups.
• Coordinate Office activities and events, and consolidate data for objectives and timelines.
• Improve correspondence workflows and tracking systems; support budget and performance metrics.
• Assist with business continuity information and records management.
• Support office space planning and seating using established recordkeeping processes.
• Coordinate and submit office supply requests to maintain operations.

Skills

Executive support

Front office operations

Tasking management

Communication

Critical thinking

Education

Bachelor’s degree

Tools

SharePoint

Microsoft Office

Word

Excel

PowerPoint

Access

Job description

Job Title

Office Manager

Location

Onsite with travel as required

Clearance Required

Active TS/SCI

Position Type

Full-Time

About the Company

At VivSoft, we aim to solve complex federal problems using emerging and open technologies in a collaborative and rewarding environment. VivSoft is a diverse team of strategists, engineers, designers, and creators experienced in building high-performance, effective software, with a focus on impactful organizational design and software delivery dynamics. We build secure Software Factories based on DoD reference designs and NIST Frameworks for Cloud and DevSecOps. These factories deliver AI/ML Applications, Data Science Platforms, Blockchain, and Microservices for DoD, Healthcare, and Civilian Agencies.

Job Summary

We are seeking an Office Manager / Program Support Specialist to provide senior-level administrative, operational, and program support within a mission-driven environment. This position plays a critical role in supporting organizational leadership, coordinating front office activities, and ensuring efficient business operations.

The ideal candidate will operate at the intersection of strategic planning and administrative excellence, supporting tasking management, office administration, executive support, business operations, and process improvement activities. This role requires strong critical-thinking skills, attention to detail, initiative, and the ability to effectively engage with leadership and stakeholders at all levels.

Key Responsibilities

• Support the management of the Office’s tasking process and ensure timely responses to internal and external tasks within designated timeframes
• Communicate with teams and subject matter experts regarding assigned tasks, providing guidance on proper response procedures and required formats
• Provide comprehensive office management support, including meeting scheduling and management and the coordination, review, and submission of internal deliverables
• Ensure office administrative functions are performed efficiently and in accordance with established policies and procedures
• Apply broad knowledge of program and business administration practices to provide guidance, coordinate information requests, and prepare and distribute reports, staff packages, briefings, and other documentation
• Support secure data and content management, including maintaining appropriate distribution and security groups
• Assist with synthesizing, integrating, and coordinating Office activities and events
• Consolidate and review data to ensure objectives, timelines, and quality requirements are met
• Provide guidance to improve correspondence workflows and maintain effective tracking systems
• Partner with leadership to identify and develop process improvements across functional areas, including budget, scheduling, and performance metrics
• Support business continuity activities by responding to and documenting relevant information related to program operations
• Assist leadership and staff with managing office space and seating requirements using established recordkeeping processes
• Coordinate and submit office supply requests to support uninterrupted operations
• Capture, refine, and report office-level activities, including Weekly Activity Reports, in required formats
• Maintain flexibility and responsiveness to evolving priorities within a dynamic senior-level front office environment

Qualifications & Required Skills

• Active U.S. Government Top Secret clearance with SCI eligibility
• Bachelor’s degree in a relevant field
• Minimum 10 years of relevant experience in front office operations, executive support, program support, or business administration
• Experience with SharePoint and Microsoft Office products, including Word, Excel, PowerPoint, and Access
• Demonstrated experience performing and purchasing travel, training, and supply functions for an organizational component
• Demonstrated ability to interpret, coordinate, and properly respond to taskers
• Strong written and verbal communication skills
• Demonstrated initiative and ability to anticipate and respond to customer and leadership needs
• Strong critical-thinking and collaborative problem-solving capabilities
• Proven ability to operate as a self-starter and high performer in a dynamic, fast-paced environment
• Broad administrative and operational background with the ability to resolve both routine and atypical issues in a timely manner
• Ability to effectively coordinate with leadership, staff, subject matter experts, and other stakeholders

Preferred Qualifications & Skills

• Prior experience serving as, or directly supporting, a Chief of Staff, Deputy Chief of Staff, Executive Officer (XO), or comparable senior leadership office
• Familiarity with tasking management or Request for Information (RFI) management systems
• Experience supporting senior‑level organizations in complex, highly regulated environments
• Active U.S. Government Counterintelligence (CI) Polygraph

Benefits

• Comprehensive Medical, Dental, and Vision Plans (Healthcare benefits are 100% employer-paid for employees only)
• Life Insurance
• Paid Time Off (Flexible/Combined PTO, Bereavement Leave, 11 Company Paid Holidays)
• 401K Retirement Plan with employer match
• Professional Development Training Reimbursement