Executive Office Coordinator

2 weeks ago

Sterling Heights, Michigan, United States Cherokee Nation Businesses Full time
Job Overview

Office Management Specialist Subject Matter Expert

***This role necessitates an active TS/SCI security clearance with Full Scope Polygraph.***

The Office Management Specialist will deliver comprehensive in-office management, operational, and administrative assistance.

Compensation & Benefits:

Salary will be aligned with experience.

Full-time benefits encompass Medical, Dental, Vision, 401K, and additional benefits as applicable. Benefits may change without prior notice.

Key Responsibilities of the Office Management Specialist:
  • Establish and refine processes and protocols to manage all office-related tasks, including travel arrangements, general services, procurement, space allocation, records management, scheduling, visitor access, and various communication tasks.
  • Monitor ongoing work to identify and address issues related to processes, capacity, effectiveness, efficiency, and other areas deemed necessary.
  • Conduct assessments to identify optimal strategies for managing operational and administrative needs to enhance organizational management.
  • Offer recommendations and take responsibility for executing related policies and guidelines upon approval.
  • Ensure operational readiness of the organization, including necessary procurements, repairs, and upgrades of equipment, while proposing innovative methods to boost effectiveness and productivity.
  • Oversee all travel-related activities.
  • Coordinate travel itineraries and bookings for office personnel using the E2 Solutions travel system, submit travel authorizations, secure travel tickets, and prepare and submit reimbursement requests.
  • Facilitate the acquisition of passport and visa letters.
  • Ensure staff maintain active/updated E2 Solutions accounts and provide clear guidance on travel policies by drafting or updating the Travel Standard Operating Procedures (SOP) and via email instructions tailored to specific inquiries.
  • Prepare time and attendance reports for all Full-Time Equivalent (FTE) staff in the office; remind staff of submission deadlines, proper documentation completion for time and attendance, and monitor adherence to time and attendance protocols.
  • Manage office records, ensuring compliance with the Department's records management policies and maintaining the SharePoint site related to the organization and storage of electronic files.
  • Maintain organized physical files in the office and oversee the destruction of documents as necessary.
  • Oversee office workspaces, including:
  • Manage the reservation and utilization of S/GWI workspaces through a hoteling application.
  • Ensure all equipment is operational and submit requisitions for maintenance or replacement of equipment and supplies.
  • Maintain an office SOP reference document, updating relevant SOPs in collaboration with subject matter experts and with clearance from the Front Office, as appropriate.
  • Draft internal and external communications, including memos, letters, emails, etc., as required.
  • As needed, provide backup support to the Front Office Staff Assistant in paper tasking/tracking and assist the Administrative Officer in personnel actions, such as onboarding/offboarding staff.
  • Perform other job-related duties as assigned.
Experience, Education, Skills, and Abilities Required:
  • High School diploma or GED; Bachelor's degree preferred.
  • Twenty-five (25) years of relevant experience.
  • Requires TOP SECRET Security Clearance with Full Scope Polygraph.
  • Experience in office and organizational management and/or administration.
  • Strong attention to detail, organizational skills, and timeliness.
  • Experience in travel management, including booking and processing financial authorizations and vouchers.
  • Experience in procurement of supplies and equipment.
  • Proficient English language (written and spoken) communication skills.
  • Able to manage multiple tasks and coordinate activities effectively.
  • Capable of problem-solving and fostering consistent, high-quality performance.
  • Must successfully pass a drug screen and background investigation prior to hire.
  • Must meet pre-employment qualifications of Cherokee Federal.
Company Overview:

Cherokee Preting (Preting) offers support, services, and solutions to federal and commercial clients. The company adopts a personalized approach to tackle our clients' most challenging issues, helping you maximize your skills. Preting is part of Cherokee Federal - a collective of tribally owned federal contracting firms. For further details, visit our website.

About Us:

Join a team that values your skills and expertise. Preting was established by a unique blend of national security professionals with extensive experience in safeguarding vital interests. We merge the ingenuity of the special operations sector with the flexibility and innovation of the intelligence community and the systematic procedures of law enforcement to deliver insightful, forward-thinking solutions. Building on a reputation as a dedicated, disciplined, and cohesive organization, Preting supports federal clients in their critical, strategic, and operational initiatives. We value our people and strive to foster an environment of mutual respect. We seek qualified talent to provide our clients with the support they deserve and the quality they expect from our team - a team of experts, like you.

Preting is part of Cherokee Federal - a collective of tribally owned federal contracting companies dedicated to creating solutions, addressing complex challenges, and serving the nation's mission globally for over 60 federal clients. For more information, visit our website.

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