Sr Office Management Specialist

Senior Office Management Specialist

The Senior Office Management Specialist provides high-level administrative and office management support to the Assistant Secretary, Principal Deputy Assistant Secretaries, Deputy Assistant Secretaries, and other senior officials within the Bureau of Near Eastern Affairs (NEA). This position requires exceptional judgment, discretion, diplomacy, and the ability to manage complex and rapidly changing priorities while supporting senior Department of State leadership.

Estimated Starting Salary for Senior Office Management Specialist: $

Pay commensurate with experience.

Full-time benefits include Medical, Dental, Vision, 401K, and other possible benefits as provided. Benefits are subject to change with or without notice.

• Receive, schedule, direct, and respond to telephone calls coming into the office. Exercise judgment in referring calls to the Assistant Secretary, Deputy Assistant Secretaries, and other senior officials or handling and directing inquiries appropriately.
• Maintain schedules for the Assistant Secretary, Principal Deputy Assistant Secretaries, and other senior NEA officials, including arranging, referring, and rescheduling appointments as necessary.
• Handle requests for meetings and appointments, determine the appropriate distribution of senior officials’ time, and prepare or request briefing memoranda containing meeting purposes and relevant background information.
• Arrange oral briefings by appropriate officers and ensure officials attending meetings called by senior NEA leadership are properly informed and provided necessary information.
• Make and acknowledge social engagements associated with the official responsibilities of senior NEA officials.
• Coordinate complex and frequently last-minute travel arrangements, including appointments, hotel reservations, passports, visas, and travel advances.
• Prepare travel vouchers following travel based on receipts, notes, and knowledge of the arrangements.
• Maintain comprehensive knowledge of the Government Travel authorization application, E2 Travel Solutions.
• Draft and prepare travel authorizations on behalf of supervisors and traveling staff members, including trip itineraries and estimates for MI&E, taxis, hotels, and other travel expenses.
• Assist travelers with electronic travel vouchers following completion of trips and follow up to ensure expense documentation is submitted on time, including within the specified 30-day period.
• Serve as a liaison between the Assistant Secretary, Principal Deputy Assistant Secretaries, other senior NEA officials, their staffs, and other Department offices.
• Ensure colleagues remain informed regarding senior officials’ plans and commitments and the status of matters under discussion or consideration.
• Ensure senior NEA leadership remains continually informed regarding activities for which their subordinates are responsible.
• Transmit and interpret instructions from the Assistant Secretary and/or Principal Deputy Assistant Secretary to staff members and other Department officials.
• Conduct careful and exhaustive searches for difficult-to-obtain information, compile data, and perform preliminary analyses as requested or on own initiative.
• Take and transcribe notes during meetings as required.
• Carry out special assignments for senior NEA officials requiring a high degree of tact, diplomacy, and knowledge of senior leadership’s views.
• Prepare correspondence, telegrams, and memoranda for senior officials and ensure briefing papers and reports comply with Department Executive Secretariat style and formatting requirements.