Office Manager III with Security Clearance

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Job description

HunaTek is seeking a senior-level administrative professional to provide support to the Department of State Office of the Special Presidential Envoy for Hostage Affairs (SPEHA), located in Washington, DC. He/she serves as a Senior Office Management Specialist for the Office Director and other S/S/SPEHA staff. This position provides a wide variety of essential administrative and managerial support and must work with minimal direction and deal directly and effectively with senior officials of the Department and other governmental agencies. The contractor must be discreet in handling sensitive material, maintaining proper records and disposing of them as required. S/SPEHA is a fast paced environment where accuracy, attention to detail, and speedy task completion are essential. This position involves many competing priorities and the ability to manage multiple front office requests. The contractor must maintain professionalism and exhibit excellent customer service to internal as well as external customers. Essential Job Functions: Maintain and coordinate the senior management's calendars and office schedules. Work closely with senior management to schedule appointments and arrange meetings, ensuring guests are cleared into the building and escorted as needed, and reserving meeting rooms and inviting participants, as required. Arrange travel for senior leadership and assist office staff with travel planning, ensuring timeliness and accuracy. Assist travelers with the submission of travel vouchers for all travelers at the conclusion of each trip. Particular emphasis placed on ensuring that all travel is in accordance with the Federal Travel Regulation (FTR), including passport applications submission, processing country clearance (eCC) requests and securing travel visas when required. Screen telephone calls, visitors, and incoming correspondence. Handle all tasks required to arrange service calls concerning administrative, logistical, and IT support. Request office supplies, maintain supply inventory, and coordinate maintenance and repair of office equipment. Ensure timely action by relevant managers and staff on received action items requiring action by the Director. Organize representational events in the specific department and elsewhere, and prepare guest lists, escort VIP guest, reserve meeting rooms, and coordinate the escort of other guests with staff members as needed. Maintain and update standard operating procedures (SOPs) for the office in compliance with specific organizational requirements. Maintain all electronic and paper files. Maintain the office SharePoint site and filing system is organized and functional. Advise and assist other staff members to ensure understanding and compliance with established SOPs, requesting guidance from senior staff members, as necessary. Act as timekeeper for US Direct Hire staff, coordinating with supervisors, and keeping records in compliance with policy. Skills and Qualifications Required: Mastery of a wide range of analytical and evaluative methods and techniques for the assessment of the potential effectiveness of the S/SPEHA Presidential Envoy and other staff's participation in proposed events and selection of suitable events. Skill in interacting with officials at all levels of the private and public sector to obtain acceptance of and cooperation with the Presidential Envoy's programmatic agenda, proposals, and preferences. This includes skill in advising and instructing other Department offices and officials on travel, meetings and events, their planned participation in such events, etc. to ensure a smooth coordinated effort. Skill in attention to detail, ability to anticipate needs, and excellence in customer service inall interactions. Ability to exhibit a professional demeanor and presence in all instances, and ability to multitask in high energy, high stress, fast paced environments. Ability to initiate the planning and design of difficult and complex events independently and efficiently. Ability to anticipate and adapt procedures to meet emergency and quickly changing situations. Minimum Education: Associates in Office Administration or similar degree required, Bachelors in any field strongly preferred. Minimum/General Experience: Seven years Office Management experience Secret clearance About Us: At HunaTek, we build teams of people from all backgrounds with varying levels of experience, knowing firsthand that diversity of thought will strengthen our ability to deliver for our customers. We work hand in hand with Federal civilian and military staff, pulling together to further the interests of our nation and home and abroad. Whenever possible, we provide opportunities for our employees to learn new skills, obtain certifications, attend industry events, and have some fun together. Our Benefits: We offer a comprehensive benefits package designed to make sure our employees and their families have access to good health care, are insured against catastrophic health events, can put money aside for retirement and are able to maintain a healthy work-life balance. These benefits include: Comprehensive medical, dental and vision Long-term and short-term disability insurance and term life insurance 401(K) with safe harbor contribution Paid time off and 11 paid holidays Tuition and career development assistance A selection of voluntary benefits ADA: HunaTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. EEO/AA: HunaTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer. This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

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