We are seeking a dedicated, highly organized Special Assistant / Office Manager to provide comprehensive executive operations support, engagement and event coordination, and seamless travel logistics. The ideal candidate thrives in fast-paced executive environments, delivering exceptional administrative leadership while interfacing with high-level internal and external stakeholders.
As a cultural fit, you:
• Have excellent written and oral communication skills with a passion for driving operational efficiency.
• Are a collaborative partner who places a high priority on internal customer service and stakeholder satisfaction.
• Are detail-oriented, adaptable, and capable of managing competing priorities and tight deadlines.
Responsibilities
Executive & Administrative Support
• Manage executive calendars, schedule high-level meetings, coordinate appointments, and maintain daily operational schedules.
• Draft, review, and coordinate official correspondence, memoranda, and internal/external communications.
• Organize and maintain executive office files, records, and documentation in strict compliance with Department of State policies.
• Prepare meeting materials, agendas, comprehensive briefing books, and action item follow-ups.
• Serve as the primary point of contact for internal and external stakeholders, professionally managing inquiries and requests.
• Coordinate overall office logistics, supplies, equipment, and core administrative processes.
Engagement & Event Coordination
• Develop event concepts, detailed timelines, and execution plans for executive engagements.
• Arrange venue selection, catering, audio-visual equipment, transportation, and all associated event requirements.
• Liaise with internal bureaus, external partners, host organizations, and participants to ensure aligned messaging and execution.
• Oversee registration and attendance logistics, including invitations, RSVPs, attendee lists, and on-site guest management.
• Coordinate protocol requirements, seating arrangements, and ceremonial elements.
• Conduct post-event activities, including after-action reviews, compiling feedback, and documenting key takeaways.
Travel Support Services
• Coordinate domestic and international travel arrangements for leadership and contractor team members.
• Prepare comprehensive, detailed travel itineraries covering transportation, accommodations, and engagement schedules.
• Ensure full compliance with Department of State travel policies and documentation standards.
Skills and Requirements
• Proven experience in executive administrative support, office management, or protocol coordination within federal agency environments.
• Strong familiarity with Department of State administrative, filing, and travel policy compliance.
• Demonstrated experience in full-lifecycle event planning, protocol management, and stakeholder engagement.
• Exceptional organizational capabilities, time management, and written/verbal communication skills.
• Proficiency with modern office management tools, document management systems, and scheduling platforms.
• Must be a U.S. Citizen and capable of obtaining/maintaining the required security clearance.