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SalaryClearance: Able to obtain an active Secret
Location: Crystal City, VA (primary) and the Pentagon (on-site 3 times/week)
Job Description.
The Office of Small Business Programs (OSBP) is responsible for the development of small business policy, oversight of DoD's small business performance for prime and subcontracting goals, administration of small business programs, industry engagement, ensuring cyber resiliency of the small business industrial base and utilization of technology and big data principles to drive market research and small business inclusion in defense procurements. Eccalon provides support to the OSBP portfolio of programs and covers a variety of disciplines in support of ensuring the next generation of Defense capability.
Eccalon, LLC is seeking a highly organized and detail-oriented individual to join our team as an Office Manager/Executive Assistant. In this contractor position, you will provide invaluable support to the OSBP front office and the Eccalon Program Manager. The primary working location will be at the Crystal City office, but will also be required to support the OSBP office at the Pentagon. The Office Manager where you will contribute to the efficient and effective operation of the office and provide executive-level assistance to the management team.
Responsibilities:
- Office Management:
- Oversee day-to-day office operations and maintain a clean and organized work environment.
- Support the coordination and logistics of meetings, conferences, and events, including scheduling, venue arrangements, catering, and audiovisual setup.
- Order and maintain office supplies, equipment, and services, ensuring availability and functionality.
- Manage incoming and outgoing mail, packages, and deliveries.
- Coordinate and process travel arrangements, including flight bookings, hotel accommodations, transportation, and travel expense reimbursements.
- Serve as the point of contact for maintenance and repair issues in the office, liaising with appropriate vendors or building management.
- Maintain accurate records, files, and databases, ensuring timely retrieval of information, both physical and electronic.
- Coordinate and manage the flow of information within the office, ensuring timely dissemination to relevant staff members.
- Assist in onboarding new employees, including coordinating IT setup, orientation, and necessary paperwork.
- Prepare and proofread documents, including read aheads, memos, letters, presentations, and reports.
- Executive Assistance:
- Act as the primary point of contact for the Eccalon Program Manager, efficiently managing their correspondence and communications.
- Manage calendars, schedule appointments, and coordinate meetings, ensuring efficient use of time.
- Take meeting minutes, transcribe and distribute them to attendees, and follow up on action items as needed.
- Assist in preparing materials for meetings, reports and conferences.
- Conduct research, compile data, and prepare weekly and monthly reports.
- Handle sensitive and confidential information with the utmost discretion.
- Assist in the preparation and submission of expense reports, timesheets, and other administrative forms.
- Communication and Collaboration:
- Serve as a liaison between the DOD OSBP office and internal/external stakeholders, maintaining professional and courteous communication.
- Coordinate and communicate with team members, ensuring effective collaboration and timely completion of tasks.
- Handle incoming inquiries and correspondence, prioritizing and responding to them appropriately.
- Assist in the coordination of special events, workshops, and training sessions.
Required Qualifications:
- Able to obtain an active Secret.
- Proven experience as an Office Manager, Executive Assistant, or similar role.
- Strong organizational and multitasking skills, with exceptional attention to detail.
- Excellent verbal and written communication skills.
- Proficient in using office software (e.g., Microsoft Office Suite).
- Ability to handle confidential information with discretion and maintain a high level of professionalism.
- Strong problem-solving and decision-making abilities.
- Prior experience working with the DOD or government agencies.
- Ability to adapt to changing priorities and work independently with minimal supervision.
- Flexibility to work at the Crystal City office location three days a week.
