Office Manager Job Listing at SAIC in Arlington, VA (Job ID 2501014)

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

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.

Experience:

• A minimum of five (5) years of recent and relevant experience is required.
• 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.).

Education:

• A Bachelor's degree from an accredited college or university is required.
• At the discretion of the Government, a minimum of four (4) years of specialized experience, including military or industry executive assistant experience, may be substituted in lieu of specific educational requirements, in addition to the minimum experience listed above.

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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