Senior Office & Program Support Specialist (TS/SCI)

VivSoft Technologies LLC; United States; Presencial; USD 90.000 - 130.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health coverage

Life insurance

Paid time off

401(k) with match

Professional development

Descripción de la vacante

VivSoft Technologies LLC 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 bridge strategic planning and administrative excellence, handling tasking management, executive support, and process improvement.

Formación

• Active TS/SCI clearance required.
• 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.

Responsabilidades

• 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.

Conocimientos

Executive support

Front-office operations

Tasking management

Communications

Process improvement

Travel management

Documentation

Stakeholder coordination

Educación

Bachelor's degree

Herramientas

SharePoint

Microsoft Office

Descripción del empleo

VivSoft Technologies LLC 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 bridge strategic planning and administrative excellence, handling tasking management, executive support, and process improvement.