Special Assistant / Office Manager

We are seeking a dedicated, highly organized Special Assistant / Office Manager to provide comprehensive executive operations support, engagement and event coordination, and seamless travel logistics. The ideal candidate thrives in fast-paced executive environments, delivering exceptional administrative leadership while interfacing with high-level internal and external stakeholders.

As a cultural fit, you:

• Have excellent written and oral communication skills with a passion for driving operational efficiency.

• Are a collaborative partner who places a high priority on internal customer service and stakeholder satisfaction.

• Are detail-oriented, adaptable, and capable of managing competing priorities and tight deadlines.

Responsibilities

Executive & Administrative Support

• Manage executive calendars, schedule high-level meetings, coordinate appointments, and maintain daily operational schedules.

• Draft, review, and coordinate official correspondence, memoranda, and internal/external communications.

• Organize and maintain executive office files, records, and documentation in strict compliance with Department of State policies.

• Prepare meeting materials, agendas, comprehensive briefing books, and action item follow-ups.

• Serve as the primary point of contact for internal and external stakeholders, professionally managing inquiries and requests.

• Coordinate overall office logistics, supplies, equipment, and core administrative processes.

Engagement & Event Coordination

• Develop event concepts, detailed timelines, and execution plans for executive engagements.

• Arrange venue selection, catering, audio-visual equipment, transportation, and all associated event requirements.

• Liaise with internal bureaus, external partners, host organizations, and participants to ensure aligned messaging and execution.

• Oversee registration and attendance logistics, including invitations, RSVPs, attendee lists, and on-site guest management.

• Coordinate protocol requirements, seating arrangements, and ceremonial elements.

• Conduct post-event activities, including after-action reviews, compiling feedback, and documenting key takeaways.

Travel Support Services

• Coordinate domestic and international travel arrangements for leadership and contractor team members.

• Prepare comprehensive, detailed travel itineraries covering transportation, accommodations, and engagement schedules.

• Ensure full compliance with Department of State travel policies and documentation standards.

Skills and Requirements

• Proven experience in executive administrative support, office management, or protocol coordination within federal agency environments.

• Strong familiarity with Department of State administrative, filing, and travel policy compliance.

• Demonstrated experience in full-lifecycle event planning, protocol management, and stakeholder engagement.

• Exceptional organizational capabilities, time management, and written/verbal communication skills.

• Proficiency with modern office management tools, document management systems, and scheduling platforms.

• Must be a U.S. Citizen and capable of obtaining/maintaining the required security clearance.