One Federal Solution (OFS) is seeking a highly professional, detail-oriented Executive Office Management Specialist to provide executive-level administrative, operational, and strategic support within a high-visibility Department of State environment. This position requires exceptional business acumen, discretion, sound judgment, and the ability to produce flawless work products for senior government leadership, including executive-level officials. The successful candidate will thrive in a fast-paced environment, manage competing priorities, and ensure the seamless operation of executive office functions.
Executive Office Management Specialist Key Responsibilities
- Manage day-to-day executive office operations while ensuring efficient workflow, exceptional customer service, and adherence to Department policies and procedures
- Provide executive administrative support to senior leadership, including the Assistant Secretary, Principal Deputy Assistant Secretary, Deputy Assistant Secretaries, Directors, and other executive officials
- Prepare, edit, review, and coordinate official Department correspondence, including memorandums, letters, briefing papers, speeches, cables, congressional correspondence, reports, executive summaries, and policy documents
- Manage executive calendars by scheduling meetings, coordinating appointments, resolving conflicts, and ensuring leadership is fully briefed with appropriate background materials
- Coordinate domestic and international travel arrangements, including travel authorizations, vouchers, country clearances, passports, visas, itineraries, lodging, and transportation
- Serve as the primary liaison between executive leadership, Department officials, other federal agencies, congressional offices, external stakeholders, media representatives, and the public while maintaining the highest level of professionalism and discretion
- Analyze incoming correspondence, executive taskings, reports, and policy documents, prioritizing actions and providing recommendations to senior leadership on matters requiring immediate attention
- Coordinate the clearance process for high-priority correspondence and executive taskings through the Executive Tasking System (ETS), ensuring timely review, routing, and completion
- Monitor and manage Red Border, Congressional, White House, and routine correspondence to ensure compliance with Department standards, formatting requirements, and established deadlines
- Review outgoing correspondence for accuracy, completeness, formatting, policy compliance, classification markings, TAGS, priority designations, and required clearances before submission for executive signature
- Prepare executive briefing books, talking points, speeches, presentations, strategic reports, and meeting materials for senior Department officials
- Lead the preparation and coordination of communications products, including media guidance, congressional engagement materials, public messaging, social media content, newsletters, and strategic communication initiatives
- Compile, synthesize, and prepare weekly activity reports and executive updates by collecting information from multiple offices and stakeholders
- Maintain and administer SharePoint sites, digital collaboration tools, organizational resources, and knowledge management systems while providing technical guidance and training to staff
- Coordinate onboarding and offboarding activities in partnership with Human Resources and Information Technology to ensure seamless personnel transitions
- Assist with recruitment, hiring actions, personnel processing, training initiatives, leadership development programs, and workforce management activities
- Serve as the office Time and Attendance Coordinator, ensuring timely and accurate processing of attendance records
- Establish and maintain organized electronic and physical filing systems to ensure records are readily accessible and maintained in accordance with Department requirements
- Research, compile, and organize background information supporting executive meetings, correspondence, policy initiatives, and strategic engagements
- Maintain organizational contact databases, executive distribution lists, stakeholder directories, newsletters, and internal communication platforms
- Oversee office supply inventories, equipment maintenance, and administrative resource management
- Support special projects and strategic initiatives while managing multiple high-priority assignments with minimal supervision
- Perform additional administrative, operational, and executive support duties as assigned
Executive Office Management Specialist Required Qualifications
- Bachelor's degree required; Master's degree preferred
- Minimum of five (5) years of experience supporting the Department of State, preferably within the Bureau of Consular Affairs, or comparable federal executive environment
- Minimum of five (5) years of professional experience in governmental affairs, executive administration, public affairs, strategic communications, or a related discipline
- Minimum of three (3) years of supervisory or team leadership experience
- Active Secret security clearance required
- Demonstrated experience supporting senior executives in a fast-paced, high-visibility organization
- Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint
- Demonstrated ability to prepare, edit, and quality review executive-level correspondence destined for Department leadership, the White House, Congress, and other senior government officials
- Strong project management, organizational, and time-management skills with the ability to manage multiple priorities simultaneously
- Exceptional written, verbal, interpersonal, and customer service skills
- Ability to interpret complex regulations, policies, and procedures while exercising independent judgment
- Strong analytical and critical thinking skills with exceptional attention to detail
- Ability to maintain confidentiality, professionalism, and composure while working under pressure and handling sensitive information
- Experience supporting senior executives within the Department of State
- Experience using the Executive Tasking System (ETS) or similar executive correspondence management systems
- Advanced SharePoint administration and content management experience
- Experience coordinating congressional correspondence, executive communications, and strategic messaging
- Knowledge of Department of State correspondence standards, executive protocols, and clearance processes
About One Federal Solution
One Federal Solution (OFS) is an innovative Professional Services provider with over 20 years of experience supporting Defense and Civilian agencies. OFS specializes in Business Intelligence, Acquisition and Procurement, and other Professional Services. We are pioneers, builders, thought leaders, and pride ourselves in thinking outside the box to co-create with our customers, helping them achieve excellent enterprise wide outcomes. As a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), OFS is committed to providing people who deliver high performance and excellence to our government partners.
