Office Manager Lead
Office Manager Lead
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$ 130000 - 140000
1 Vacancy
Job Description
Title: Office Manager Lead / Executive Assistant with TS/SCI Clearance
Location: Washington D.C. metro area
Summary
Rios Partners is a mission-driven consulting firm creating positive change by delivering value for our clients investing in our employees and solving tough problems that benefit our local and global communities. We ground our approach in empathy enabling our team members to better hear our customers challenges and work together to develop effective solutions. As a team we know what it takes to move organizations forward with measurable sustainable results.
Our primary consideration when evaluating candidates is alignment with our Mission and Values which can be found at Description
We are seeking a highly organized and motivated Office Manager to provide office management and executive support services (OM&ESS) to the Office of the Under Secretary of Defense (OUSD P). This role of Office Manager and Executive Assistant with a TS/SCI clearance and 10 years of relevant experience to provide high-level administrative support to senior leadership as well as the management of the team of Executive Assistants. This role requires exceptional organizational skills discretion and the ability to operate in a fast-paced hybrid work environment. We are looking for an excellent leader and great teammate. This position will be in the Washington D.C. metro area at our office in Arlington VA or virtually from home. Final schedules will be determined based on client and organizational needs.
Key Responsibilities:
Office Management
- Provide on-site leadership supervision and management of 20 Senior executive assistants and 51 executive assistants distributed over 30 offices.
- Provide outstanding (OM&ESS) that includes excellence transparency accountability and teamwork & service to customers.
- Work with the on-site Program manager to create efficient & effective (OM&ESS) teams across the OUSD-P organization
- Address issues that affect timely and effective delivery of services
- Serve as one of 7 POCs for the PM
- Keep PM and individual offices under your purview informed of the status of personnel actions (i.e. plan/timeline for filling positions corrective action to address performance issues)
- Help PM Identify plan direct coordinate develop and implement innovative process improvement to OM&ESS and other enabling services throughout the organization
- Oversee execution and completion of PWS requirements
- Apprise the PM of OM&ESS challenges affecting timely delivery of services
- Manage train and supervise contractor OM&ESS personnel
- Provide for and maintain technical proficiency of contractor OM&ESS staff
- Continuity of Service for OM&ESS requirements
- Develop & maintain continuity of services materials for daily ops (e.g. digital or hard-copy continuity books)
Correspondence
- Log review distribute and monitor correspondence (via CATMS) and FOIA requests received from OSDP Exec Sec
- Perform records management duties
- Manage incoming and outgoing mail
Security
- Facilitate security clearance processing for permanent and temporary personnel
- Facilitate building access
- Manage and maintain communication security (COMSEC)
Onboarding OM&ESS staff
- Assist PM in Establishing implementing maintaining and documenting onboarding processing training materials and certifying OM&ESS staff can perform required services within 30 days of in-processing
Other Administrative & Important Responsibilities
- Administrative Support:Manage complex calendars schedule meetings coordinate travel arrangements and handle confidential correspondence.
- Subject Matter Expertise:Serve as subject matter expert in interpreting Joint Travel Regulations (JTR) and facilitating compliance with Foreign Clearance Guide to plan and coordinate travel in conjunction with the DASD(P) activities; review travel authorizations and vouchers; arrange necessary passports and visas for official travel.
- Daily Briefing Preparation:Provide a daily read-ahead book with information for the next day and next week activities for the DASD(P) prior to the end of the duty day; maintain electronic copies and paper as directed by the Government of files of all office documents including letters memos reports and briefings.
- Event Coordination:Plan coordinate and confirm logistical support (transportation badges security clearance paperwork audio visual support etc. for meetings held in conjunction with the DASD(P) activities; escort greet and provide information supporting visits to the DASD(P). Plan organize and execute meetings briefings and other events ensuring all logistical and administrative aspects are seamlessly handled.
- Communication:Serve as a point of contact between executives and internal/external stakeholders maintaining professionalism and discretion in all communications.
- Documentation: Prepare and edit presentations reports and other documents using MS Office tools (Excel PowerPoint Word).
- Process Optimization: Identify opportunities to improve administrative processes and implement solutions to increase efficiency. Create tools such as Excel spreadsheets and otherdatabases to compile track summarize and report the status of various documents and projects.
- Problem Solving:Anticipate and address challenges proactively to ensure smooth operations.
- Client Support:Assist with project coordination and liaise with clients in the national security community adapting to their unique requirements and needs.
- Team Interaction:Foster a positive respectful and inclusive working environment with colleagues and clients.
Required education skills and experience
- Active TS/SCI or TS (w/ SCI Eligibility) Clearance
- A bachelors degree from an accredited college or university (in lieu of a Bachelors degree twelve (12) years of demonstrated experience and skills in providing Executive Level Administrative Assistant support to Senior Executives in the Federal government Military (DoD Flag/General Officers) or private sector to include but not limited to correspondence / workflow management may be substituted.
- A minimum of ten (10) years of demonstrated experience and skills in providing Executive Level Administrative Assistant support to Senior Executives in the Federal government Military (DoD Flag/General Officers) or private sector to include but not limited to correspondence / workflow management
- A minimum of three (3) years of management experience in environments similar to OSD components Leading and supervising teams.
- A minimum of two (2) years of executive level support experience in OSD or military service components.
- Demonstrated experience providing timely and high-quality support to Executive-level Principals in a complex and fast-paced environment requiring a high-degree of critical thinking initiative problem solving and professional judgement across an organizational setting (i.e. not siloed to one or two specific tasks).
- Highly proficient with DTS and CATMS(creating reviewing and approving CONUS and OCONUS Defense Travel System (DTS) orders)
- Highly proficient using Microsoft Office Suite to include: Word Excel and Power Point.
- Strong organizational and multitasking skills with a proven ability to manage competing priorities effectively.
- Excellent written and verbal communication skills with attention to detail and professionalism.
Preferred Qualifications
- Experience supporting clients in the defense or intelligence communities.
- Familiarity with Human-Centered Design (HCD) principles to align processes with user needs.
- Knowledge of the unique challenges and requirements in the national security sector.
Additional information
- U.S. work authorization required
- Must be willing to live in the DC Metro Area and commute to the Rios Partners office at least twice weekly
Benefits Information:
- Profit-sharing/Performance Bonus:Rios Partners is committed to ensuring the success of the organization benefits the entire team. As such a portion of profits is paid out to employees. The total amount of Profit-Sharing/Performance Bonus distributed to the team may vary year to year and will depend on numerous factors including market conditions company performance and individual performance.
- Retirement plan:Rios Partners offers a 401(k) and contributes an amount equivalent to 3% of the employees base salary each month to the designated fund. Employees may choose to contribute additional money into the 401(k) from their paycheck each month.
- Health and Vision insurance:Rios Partners covers 90% of the premium for both the employee and their dependents for a Platinum plan health coverage through United Healthcare; this includes coverage for both medical and vision insurance.
- Dental insurance:Rios Partners covers 90% of the premium for both the employee and their dependents for a dental insurance plan through Delta Dental.
- Disability insurance:Rios Partners will pay 100% of the premium for both short-term and long-term disability insurance provided through Guardian.
- Paid Time Off (PTO) and holidays:You will be eligible for three weeks of PTO (15 days) and 12 paid holidays each year. In additional accrued PTO Rios Partners provides additional time off for both expected and unexpected events (e.g. Bereavement Leave Jury Duty Voting).
- Maternity Paternity and Adoption Leave:Rios Partners celebrates employees choice to become parents. We are also aware that pregnancy and caring for an infant or a newly adopted child may cause additional life complexities. As such we provide employees twelve (12) weeks of paid leave in association with the birth of an employees own child or the placement of a child with the employee in connection with adoption or foster care. To be eligible for Maternity/Paternity/Adoption Leave Program team members must: 1) Have worked at Rios Partners full-time for a minimum of 12 continuous months. 2) Be in good employment standing with Rios Partners (i.e. not on probation). 3) Request leave a minimum of 30 days in advance if possible. If this is not possible please place your request as soon as possible once you become aware of it. Regardless of eligibility for the Rios Partners Maternity/Paternity/Adoption Leave Program all Rios Partners employees are eligible for the Department of Labors Family and Medical Leave Act entitlements as well as Rios Partners Short Term Disability plan.
- Employee Assistance Program:Rios Partners cares about the mental health of our employees. Through our employee assistance program ComPsych we offer 5 EAP sessions to address personal issues such as relationship struggles substance abuse parenting challenges and grief. ComPsych if you decide to utilize the service also provides FinancialConnect LegalConnect and FamilySource to provide support and resources for every eligible employee.
- Training and Development:Rios Partners is committed to helping you achieve your highest potential. Our personal view is that this is best accomplished through a combination of client engagements opportunities to take on new roles within the team and internal (team) / external (expert) training.
Equal Opportunity Employer
Rios Partners is an Equal Opportunity/Affirmative Action employer.All qualified applicants will receive consideration for employment without regard to sex gender identity sexual orientation race color religion national origin disability protected Veteran status age or any other characteristic protected by law.
Rios Partners is an E-Verify Employer. Click herefor more information on E-Verify.
Seniority Level: Entry level
Functions: Administrative Customer Service Human Resources
Workplace Type: Hybrid
Job Type: Full-time
Required Experience:
IC
Employment Type
Full-Time
