Secret-Cleared Executive Assistant & Office Operations Lead

UNAVAILABLE; Washington (District of Columbia); On-site; USD 53,726 - 59,236; Full time

Benefits offered by this job

Telemedicine

Dental & Vision

EAP

Life Insurance

401(k) Retirement Savings Plan

Paid Time Off

Job summary

U.S. Department of State seeks an Office Management Secretarial Support Specialist to ensure day-to-day operations. You will manage correspondence, coordinate schedules, maintain records, and support internal and external stakeholders.

Key duties include meeting coordination, document preparation, travel support, and the maintenance of office systems and SOPs. Candidates need a Secret clearance or eligibility and strong MS Office skills.

Qualifications

• High school diploma or equivalent with three years of relevant office management experience.
• Two-year college degree in Office Management, Business Administration, or related field with two years of office management experience.

Responsibilities

• Answer telephone calls and greet visitors; refer inquiries to staff as needed.
• Schedule and coordinate appointments and meetings; arrange conference rooms.
• Manage files and records; archive or dispose according to records schedule.
• Digitize documents using scanning equipment and file in electronic repositories.
• Prepare and route a wide range of documents per Department standards.
• Download materials from approved systems and ensure proper storage.
• Send/receive materials via facsimile with tracking.
• Deliver materials or coordinate pickup and distribution as required.
• Prepare meeting briefs and organize materials for distribution.
• Maintain SharePoint sites and update office directories as needed.
• Finalize and deliver documentation for Principals with accuracy and formats.
• Prepare and monitor travel orders using E2 Solutions.
• Prepare travel/taxi/reimbursement vouchers per regulations.
• Assist with passport/visa documentation for staff and travelers.
• Develop SOPs for office administration.

Skills

Interpersonal skills

Verbal communication

Written communication

Organizational skills

Analytical skills

Problem-solving

multitasking

Confidentiality

MS Office

Education

High school diploma + 3 years experience

Two-year college degree in Office Management/Business Administration

Tools

MS Office (Word, Outlook, PowerPoint, Excel)

Job description

U.S. Department of State seeks an Office Management Secretarial Support Specialist to ensure day-to-day operations. You will manage correspondence, coordinate schedules, maintain records, and support internal and external stakeholders.

Key duties include meeting coordination, document preparation, travel support, and the maintenance of office systems and SOPs. Candidates need a Secret clearance or eligibility and strong MS Office skills.