Office Manager

Office Manager

AIC is hiring an Office Manager with an active Secret clearance to provide comprehensive operational, administrative, and organizational support to the Office of the Under Secretary of War for Research and Engineering (OUSW(R&E)) Resources and Analysis (R&A) Directorate. This role focuses strictly on office management, facilities coordination, and administrative operations to ensure the structural efficiency of the front office, coordination of Directorate-wide logistics, and the alignment of resources, personnel, and workflows across the Directorate.

The ideal candidate is proactive, detail-oriented, and skilled in managing office workflows, coordinating cross-functional communications, overseeing resource management, and maintaining operational readiness for a dynamic Department of War (DoW) organization. This position is 100% on-site in Alexandria, VA.

The expected salary range for this position is $120,000 - $140,000 based on the candidate's experience and qualifications.

Job Responsibilities:

• Serve as the primary Office Manager for the R&A Directorate, overseeing day-to-day administrative operations, facilities management, and front-office functions.
• Serve as the designated Fire Warden for the Directorate suite, acting as the primary point of contact for emergency evacuation planning, conducting safety drills, and ensuring compliance with building safety and fire prevention regulations.
• Coordinate the secure handling, collection, and disposal of classified waste, to include conducting regular burn bag runs to designated destruction facilities in accordance with Department of War (DoW) physical security protocols.
• Manage office supplies, equipment, and workspace needs; coordinate procurement and maintenance requests.
• Oversee seating assignments, office moves, and facilities coordination within the Pentagon workspace.
• Serve as the primary liaison with building services, Information Technology (IT) support, and security offices to ensure a functional, secure, and professional work environment.
• Maintain continuity of operations (COOP) rosters, recall lists, and emergency contact information.
• Support onboarding and offboarding activities, including seat assignments, IT access coordination, and security clearance verification liaison.
• Prepare data inputs for manpower reports, staffing trackers, and personnel readiness reviews.
• Coordinate the Correspondence and Task Management System (CATMS) package development and submission process.
• Track all CATMS packages from initiation through approval, ensuring compliance with submission standards, policies, and timelines.
• Maintain control, approval records, and process documentation for leadership visibility.
• Manage taskers and action items using DoW task management systems (e.g., CATMS).
• Draft, edit, and route official administrative correspondence, memoranda, and organizational communications in accordance with DoW policy.
• Serve as the communication hub for the R&A front office, ensuring clear and timely information flow between divisions and external stakeholders.
• Coordinate agendas, logistics, and notes for directorate-wide meetings, senior leader offsites, and working groups.
• Track follow-up actions from Directorate-wide initiatives and ensure closure on assigned tasks.

Qualifications:

Required Qualifications:

• Active Secret clearance.
• US citizenship.
• Bachelor’s degree preferred (Business Administration, Management, or related field).
• Minimum of ten (10) years supporting senior DoW or federal organizations in an administrative or office management capacity.
• Familiarity with DoW administrative systems (CATMS, Defense Information System for Security [DISS], MyAccess, etc.) and prior experience in OUSW(R&E), DoW resource management, or acquisition environments.
• Proven track record of maintaining professionalism and confidentiality in fast-paced, high-visibility offices.

Target salary range: $120,001 - $160,000. The estimate displayed represents the typical salary range for this position based on experience and other factors.