Special Assistant / Office Manager

Mobomo; United States; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health care

Paid time off

Retirement savings

Professional development

Job summary

Mobomo seeks an organized Special Assistant / Office Manager to provide executive operations support, travel logistics, and event coordination. The role interfaces with high-level internal and external stakeholders in fast-paced environments.

Responsibilities include calendar management, correspondence, file organization, meeting materials, and liaison duties. The ideal candidate excels in prioritization, communication, and operational efficiency while maintaining DoS policy compliance.

Qualifications

• Proven experience in executive administrative support or office management within federal environments.
• Strong familiarity with policies, filing, and travel policy compliance.
• Demonstrated experience in event planning and stakeholder engagement.
• Exceptional organizational, time management, and written/verbal communication skills.
• Proficiency with modern office management tools and scheduling platforms.
• U.S. Citizen capable of obtaining required security clearance.

Responsibilities

• Manage executive calendars, schedule high-level meetings, coordinate appointments, and maintain daily schedules.
• Draft, review, and coordinate official correspondence and internal/external communications.
• Organize and maintain executive files and documentation per Department of State policies.
• Prepare meeting materials, agendas, briefing books, and action item follow-ups.
• Serve as primary contact for stakeholders, handling inquiries and requests.
• Coordinate office logistics, supplies, equipment, and administrative processes.
• Develop event concepts, timelines, and execution plans for engagements.
• Arrange venues, catering, A/V, transportation, and related requirements.
• Oversee registration, RSVPs, attendee lists, and on-site guest management.
• Coordinate protocol requirements and ceremonial elements; conduct post-event reviews.

Skills

Executive support

Office management

Policy compliance

Stakeholder engagement

Communication skills

Scheduling platforms

Document management systems

Tools

Scheduling platforms

Document management systems

Job description

We are seeking a dedicated, highly organized Special Assistant / Office Manager to provide comprehensive executive operations support, engagement and event coordination, and seamless travel logistics. The ideal candidate thrives in fast-paced executive environments, delivering exceptional administrative leadership while interfacing with high-level internal and external stakeholders.

As a cultural fit, you:

• Have excellent written and oral communication skills with a passion for driving operational efficiency
• Are a collaborative partner who places a high priority on internal customer service and stakeholder satisfaction
• Are detail-oriented, adaptable, and capable of managing competing priorities and tight deadlines

Responsibilities

Executive & Administrative Support

• Manage executive calendars, schedule high-level meetings, coordinate appointments, and maintain daily operational schedules
• Draft, review, and coordinate official correspondence, memoranda, and internal/external communications
• Organize and maintain executive office files, records, and documentation in strict compliance with Department of State policies
• Prepare meeting materials, agendas, comprehensive briefing books, and action item follow-ups
• Serve as the primary point of contact for internal and external stakeholders, professionally managing inquiries and requests
• Coordinate overall office logistics, supplies, equipment, and core administrative processes

Engagement & Event Coordination

• Develop event concepts, detailed timelines, and execution plans for executive engagements
• Arrange venue selection, catering, audio-visual equipment, transportation, and all associated event requirements
• Liaise with internal bureaus, external partners, host organizations, and participants to ensure aligned messaging and execution
• Oversee registration and attendance logistics, including invitations, RSVPs, attendee lists, and on-site guest management
• Coordinate protocol requirements, seating arrangements, and ceremonial elements
• Conduct post-event activities, including after-action reviews, compiling feedback, and documenting key takeaways

Travel Support Services

• Coordinate domestic and international travel arrangements for leadership and contractor team members
• Prepare comprehensive, detailed travel itineraries covering transportation, accommodations, and engagement schedules
• Ensure full compliance with Department of State travel policies and documentation standards

Skills And Requirements

• Proven experience in executive administrative support, office management, or protocol coordination within federal agency environments
• Strong familiarity with Department of State administrative, filing, and travel policy compliance
• Demonstrated experience in full-lifecycle event planning, protocol management, and stakeholder engagement
• Exceptional organizational capabilities, time management, and written/verbal communication skills
• Proficiency with modern office management tools, document management systems, and scheduling platforms
• Must be a U.S. Citizen and capable of obtaining/maintaining the required security clearance

About Mobomo:

Mobomo is a full-service DevOps agency dedicated to creating elegant solutions to solve complex problems.

Mobomo benefits include health care, paid time off, retirement savings and professional development.

Mobomo is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, gender identity or expression, sexual orientation, age, marital status, citizenship status, veteran status, disability status or any other basis as protected by federal state, or local law.