Office Management Specialist - Washington, United States - Alutiiq, LLC

Alutiiq, LLC
Alutiiq, LLC
Verified Company
Washington, United States

3 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Job Description:


  • The incumbent supports the Directors and Deputy Directors and the teams as needed in managing projects and initiatives throughout the office.
  • Provides administrative support to the Directors, Deputy Directors, and team members with travel requests, vouchers, Memos to be drafted, supply requests, and time keeping, among other administrative tasks including scheduling TEAMS meetings and organizing TEAMS and other knowledge management folders. The incumbent will also do equipment order and inventory, as well as manage the team Directors' calendars, while supporting the deputy director and other team members with scheduling meetings/conference calls/SVTCs/other.
  • Updates the office Shared Point Sites
  • Administer the preparation of materials for use by the Directors and Deputy Directors, at high levels and sensitive meetings and conferences, gatherings, and for public appearances both within the United States and abroad.
  • Maintain liaison with senior officials' OMS, both within and outside of the Department.
  • Oversee the Directors' calendars to ensure that priority needs are considered and met.
  • Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the Directors, Deputy Directors, and all other correspondence to other appropriate staff members.
  • Escort officials to see the Directors, Deputy Directors, other team members, to ensure that they get to their meetings in a timely manner. Submit Visitor Access Requests.
  • Screen visitors and telephone calls for the Directors (and Deputy Directors as needed).
  • Assist with travel arrangements of Directors, Deputy Directors and relevant team members, and prepare travel vouchers for reimbursement for all, upon returning from travel.
  • Assist with office functions, planning, and logístical support.
  • Provide backup support to the partner OMS administrative support to office staff from travel, time keeping, supplies and equipment order and inventory, as well as manage office calendar.
  • Help manage the maintenance of Front Office paper and electronic files, if needed.
  • Facilitate internal meetings, training sessions, and discussions related to GEC administrative policy and procedures.
  • Determine distribution and deadlines for items requiring the Director's and Deputy Director's attention.
  • Assists in T&A for office
  • Security/clearance passing Qualifications Help with onboarding of new members to the Iran team, by coordinating closely with the HR team.

Job Requirements:


  • Department of State experience highly preferred.
  • Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
  • Familiarity with database management and analyses of quantitative and qualitative data (involving various data sources) and results reporting.
  • Familiarity with principles and practices of knowledge management.
  • Experience in formulating and writing policies, processes, and procedures.
  • Experience in developing data logs and reports (with quantitative and qualitative data).
  • Demonstrated skills in database management, data entry, mining and analysis, and reporting.
  • Demonstrated skills or knowledge of global internet access and research capabilities.
  • Demonstrated skills in program administration, operating procedures, oversight, and monitoring.
  • Experience in program administration, operating procedures, oversight and monitoring.
  • Strong, timely and precise organizational skills and multitasking abilities.
  • Strong critical and creative thinking and analytical skills.
  • Strong written and oral communication skills.
  • Strong ability to work independently, with mínimal supervision, and multitask in a high volume, fastpaced work environment.
  • Strong ability to also have a flexible, teamoriented approach to work.
  • Excellent ability to build and maintain strong working relationships with colleagues.
  • Exposure to U.S. foreign affairs agencies and/or international organizations.
  • Active security clearance at the Top-Secret level with ability to obtain SCI access.
  • Foreign language skills are preferred but not required.
  • A Bachelor's Degree is preferred, but not required for this position.
  • The contractor will have a good command of professional communications, especially the written and spoken word.
  • Other required skills are strong writing skills, especially the ability to convey technical concepts in non
  • The contractor will be flexible, adept at multitasking, and able and willing to build new skills and knowledge in a rapidly evolving political and technical environment.
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