Office Manager Job Listing at SAIC in Arlington, VA (Job ID 2502697)

Description

Description

SAIC is seeking an experienced Office Manager to provide executive-level administrative support to the Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)) at a satellite office located in the Mark Center. This role ensures the efficient operation of the office suite, supports a senior executive, and acts as a conduit between the Mark Center and the Pentagon, coordinating closely with leadership and staff across the Department of Defense (DoD). The ideal candidate will possess a combination of advanced administrative skills, exceptional organizational abilities, and the professionalism required to operate in a fast-paced, high-profile environment. This position is based in Alexandria, VA, does not include supervisory responsibilities, and is 100% on-site.

Office and Executive Support:

• Manage the day-to-day activities of the Mark Center office suite, ensuring a professional and efficient work environment.
• Serve as the primary point of contact for office operations, acting as a liaison between the Mark Center and the Pentagon.
• Plan and schedule meetings, appointments, and conferences for senior leadership, ensuring logistical details such as transportation, badges, and security clearances are managed.
• Attend the Exec Director Calendar Sync Meetings in-person to provide status updates.
• Escort and greet visitors, providing professional interface and support for high-level officials and external stakeholders.
• Maintain and update the Suite Floorplan, Org Chart, and Primary Contact List following onboarding and off-boarding activities for the Mark Center.
• Maintain and update the Mark Center Point of Contact List for accuracy.
• Prepare/submit Monthly Activity Reports, documenting accomplishments, major and upcoming activities. 

Schedule and Calendar Management:

• Maintain and manage complex executive calendars, including scheduling, de-conflicting priorities, and tracking meeting logistics.
• Prepare and distribute daily and weekly read-ahead materials and agendas for the senior executive.
• Ensure meeting entries include all relevant details such as attendee information, meeting purpose, and required read-aheads.

Correspondence and Records Management:

• Draft, review, and route executive correspondence, memos, and official documents, ensuring compliance with DoD standards.
• Assist to track and manage taskers and actions using the Correspondence and Task Management System (CATMS).
• Organize and maintain both electronic and physical records in accordance with records management policies.

Travel and Event Coordination:

• Arrange domestic and international travel for the senior executive, including processing travel requests and claims in the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR).
• Coordinate and support meetings and events, ensuring venues meet protocol and security requirements.
• Assist in planning and executing special events, including logistics, security, and travel arrangements.

Office Operations and Facilities Management:

• Serve as a Representative for the OUSD(R&E) by participating in the Bi-Monthly Building Council Meetings at the Mark Center, as a Representative and provide feedback, issues, and concerns as necessary following each meeting along with the current minutes.
• Oversee all activities related to the Fire Marshall Safety Annual Inspection and ensure walk-arounds are conducted and tasks are completed and documented on a monthly basis. 
• Ensure that all occupants are briefed on Fire Drill Procedures following onboarding and continue to adhere to the Guidelines: Fire & Life Safety Tenant Self-Inspection Checklist, and Powering electrical Appliances in the office, (as outlined in the brochures) 
• Oversee office operations, including ordering supplies, managing mail, and maintaining a presentable office space suitable for senior defense officials.
• Identify and coordinate maintenance and facility-related needs to ensure the office suite remains fully functional.

Qualifications

• Bachelor's degree from an accredited college or university & 10+ years of experience.
• In lieu of a degree, four (4) years of specialized experience (including military or industry experience), in addition to the minimum required experience.
• Minimum of 5 years of recent and relevant experience supporting executive-level operations.
• 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 judgment across an organizational setting (i.e., not siloed to one or two specific tasks).
• Demonstrated knowledge and experience applying analytic methodologies and principles to address client needs, including data collection, interviewing, and creation of meeting documentation to support leadership objectives (e.g., read-aheads, briefings, etc.).

Clearance Required:

• Top Secret clearance with the ability to obtain and maintain SCI is required. 

Required Skills and Qualifications:

• Proven expertise in executive-level administrative support, with a strong understanding of Senior Executive Service protocols.
• Advanced proficiency in Microsoft Office applications, including Outlook, PowerPoint, Word, and Excel.
• Experience using CATMS or similar task management systems.
• Familiarity with the Defense Travel System (DTS) and Joint Travel Regulations (JTR).
• Exceptional organizational and time-management skills, with the ability to manage competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to interact professionally with senior leaders and external stakeholders.

Preferred Qualifications:

• Experience working within the DoD or supporting senior leadership in a government or military setting.
• Knowledge of records management practices and DoD correspondence standards.
• Ability to analyze and synthesize information to support decision-making processes.
• This position requires an individual who thrives in a dynamic environment, balancing multiple priorities while ensuring the smooth operation of a high-profile office.

SAIC accepts applications on an ongoing basis and there is no deadline.

Covid Policy: SAIC does not require COVID-19 vaccinations or boosters. Customer site vaccination requirements must be followed when work is performed at a customer site.

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