Overview In this role you will manage Front Office administrative operations in support of the Assistant Secretary for Diplomatic Security. You will coordinate calendars, meetings, travel, briefing materials, and visitor access, ensuring smooth, secure executive workflows. You will prepare documentation, maintain filing systems, and support senior officials and visiting dignitaries in a fast-paced environment. This position emphasizes discretion, security compliance, and collaboration with the Chief of Staff and Front Office staff. You will leverage Microsoft Office and collaboration tools to keep operations organized and responsive, contributing to the agency's mission and high-level engagements.
Responsibilities- Establish and manage Front Office procedures in coordination with Chief of Staff
- Manage Assistant Secretary's calendar, appointments, meetings, briefings, and events
- Coordinate high-level meetings, conferences, secure video teleconferences, and engagements
- Monitor Front Office taskers, action items, and suspense deadlines
- Maintain office filing systems, records, correspondence, and administrative databases
- Prepare official travel arrangements and travel vouchers for Front Office personnel
- Prepare briefing materials, agendas, memoranda, cables, and briefing papers
- Draft routine correspondence and proofread documents for executive signature
- Escort visitors and coordinate visitor access procedures
- Screen and route telephone inquiries and Front Office communications
- Coordinate representational functions, events, and protocol activities
- Manage conference room scheduling and event logistics
- Prepare and maintain organizational charts, contact rosters, and distribution lists
- Maintain time and attendance records and leave tracking
- Order supplies, coordinate service requests, and assist with office moves
- Provide administrative support to senior officials and visiting dignitaries
- Safeguard classified materials and work with security procedures
- Utilize Microsoft Office Suite, Outlook, Excel, PowerPoint, SharePoint, Teams, and related systems
Key requirements- U.S. citizenship with DoD Secret or higher clearance (or ability to obtain)
- Associate's Degree preferred in Office Management, Business/Public Administration or related field, or equivalent experience
- Minimum five years of executive administrative support or front office experience
- Experience supporting senior executives and government officials preferred
- Strong command of English, executive correspondence, and proofreading
- Experience coordinating calendars, travel, meetings in a Front Office environment
- Ability to manage multiple tasks, priorities, and deadlines
- Highly organized, professional, discreet with confidential information
- Proficiency with Microsoft Office Suite, Outlook, Excel, PowerPoint, SharePoint, Teams
- Experience with records management and administrative tracking systems
- strong communication
- discretion and sound judgment
- ability to work independently and in a team
- Microsoft Office Suite
- Outlook
- Excel
