Rover Office Management Specialist

4 days ago

Washington, Washington, D.C., United States Kaiva Tech Full time

Kaiva Tech, LLC is seeking a Rover Office Management Specialist

Location: Washington, D.C.
Clearance: SECRET or TOP SECRET
Position Type: Full-Time, On-Site

Position Overview:

The Rover Office Management Specialist provides high-level administrative, operational, and logistical support to senior leadership within the assigned office. This role assists the Office Director, Deputy Director, and other senior officials by ensuring efficient workflow, strong communication, and seamless coordination of daily operations.

The ideal candidate thrives in fast-paced environments, exercises excellent judgment, and maintains a high level of professionalism when interacting with internal and external stakeholders.

Duties & Responsibilities:
Executive Support

  • Provide advanced administrative support to the Office Director, Deputy Director, and senior leadership.

  • Manage complex calendars, prioritize appointments, coordinate meetings, and prepare briefing materials.

  • Track correspondence and key events during leadership absences and brief senior staff on priority items upon their return.

Communications & Customer Interface

  • Receive, screen, and direct calls and visitors from Department personnel, external agencies, and the public.

  • Draft, respond to, or route communications on behalf of senior staff.

  • Schedule appointments and meetings across multiple offices.

Travel & Visitor Coordination

  • Prepare travel authorizations, itineraries, and coordinate transportation, lodging, visas, and country clearances.

  • Complete post-travel documentation and vouchers in a timely manner.

  • Pre-clear and escort visitors, including senior officials, and assist with meeting logistics, room reservations, and catering.

Document & Office Management

  • Format briefing materials, reports, and other official documents according to Department standards.

  • Maintain files, correspondence, and time-sensitive documents.

  • Monitor office supplies and IT equipment; coordinate repairs when needed.

  • Manage office timekeeping, verify leave entries, and resolve discrepancies.

General Office Support

  • Manage and route incoming mail.

  • Support meeting coordination, administrative processes, and general problem-solving to ensure smooth office operations.

Education:

  • Associate degree or higher preferred, but not required.

Qualifications:

  • Proven experience as an executive assistant or office manager supporting senior officials in high-pressure environments.

  • Exceptional verbal and written communication skills with strong interpersonal effectiveness.

  • Expert proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and other commonly used applications.

  • Strong capability in calendar and appointment management across multiple stakeholders.

  • Demonstrated ability to draft, proofread, and finalize professional correspondence and reports.

  • Ability to work independently, manage competing priorities, and meet tight deadlines.

  • Proactive and collaborative approach to supporting team and office needs.

  • Knowledge of Federal Civilian Agency operations (domestic or overseas) preferred but not required.

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