Job Title: Office ManagerLocation: Onsite with travel as requiredClearance Required: Active TS/SCIPosition Type: Full-TimeAbout the Company:At VivSoft, we aim to solve complex federal problems using emerging and open technologies in a collaborative and rewarding environment. VivSoft is a diverse team of strategists, engineers, designers, and creators experienced in building high-performance, effective software, with a focus on impactful organizational design and software delivery dynamics. We build secure Software Factories based on DoD reference designs and NIST Frameworks for Cloud and DevSecOps. These factories deliver AI/ML Applications, Data Science Platforms, Blockchain, and Microservices for DoD, Healthcare, and Civilian Agencies.
Job Summary:We are seeking an Office Manager / Program Support Specialist to provide senior-level administrative, operational, and program support within a mission-driven environment. This position plays a critical role in supporting organizational leadership, coordinating front office activities, and ensuring efficient business operations.
The ideal candidate will operate at the intersection of strategic planning and administrative excellence, supporting tasking management, office administration, executive support, business operations, and process improvement activities. This role requires strong critical-thinking skills, attention to detail, initiative, and the ability to effectively engage with leadership and stakeholders at all levels.
Key Responsibilities:
- Support the management of the Office’s tasking process and ensure timely responses to internal and external tasks within designated timeframes
- Communicate with teams and subject matter experts regarding assigned tasks, providing guidance on proper response procedures and required formats
- Provide comprehensive office management support, including meeting scheduling and management and the coordination, review, and submission of internal deliverables
- Ensure office administrative functions are performed efficiently and in accordance with established policies and procedures
- Apply broad knowledge of program and business administration practices to provide guidance, coordinate information requests, and prepare and distribute reports, staff packages, briefings, and other documentation
- Support secure data and content management, including maintaining appropriate distribution and security groups
- Assist with synthesizing, integrating, and coordinating Office activities and events
- Consolidate and review data to ensure objectives, timelines, and quality requirements are met
- Provide guidance to improve correspondence workflows and maintain effective tracking systems
- Partner with leadership to identify and develop process improvements across functional areas, including budget, scheduling, and performance metrics
- Support business continuity activities by responding to and documenting relevant information related to program operations
- Assist leadership and staff with managing office space and seating requirements using established recordkeeping processes
- Coordinate and submit office supply requests to support uninterrupted operations
- Capture, refine, and report office-level activities, including Weekly Activity Reports, in required formats
- Maintain flexibility and responsiveness to evolving priorities within a dynamic senior-level front office environment
Qualifications & Required Skills:
- Active U.S. Government Top Secret clearance with SCI eligibility
- Bachelor’s degree in a relevant field
- Minimum 10 years of relevant experience in front office operations, executive support, program support, or business administration
- Experience with SharePoint and Microsoft Office products, including Word, Excel, PowerPoint, and Access
- Demonstrated experience performing and purchasing travel, training, and supply functions for an organizational component
- Demonstrated ability to interpret, coordinate, and properly respond to taskers
- Strong written and verbal communication skills
- Demonstrated initiative and ability to anticipate and respond to customer and leadership needs
- Strong critical-thinking and collaborative problem-solving capabilities
- Proven ability to operate as a self-starter and high performer in a dynamic, fast-paced environment
- Broad administrative and operational background with the ability to resolve both routine and atypical issues in a timely manner
- Ability to effectively coordinate with leadership, staff, subject matter experts, and other stakeholders
Preferred Qualifications & Skills:
- Prior experience serving as, or directly supporting, a Chief of Staff, Deputy Chief of Staff, Executive Officer (XO), or comparable senior leadership office
- Familiarity with tasking management or Request for Information (RFI) management systems
- Experience supporting senior-level organizations in complex, highly regulated environments
- Active U.S. Government Counterintelligence (CI) Polygraph
Benefits:
- Comprehensive Medical, Dental, and Vision Plans (Healthcare benefits are 100% employer-paid for employees only)
- Life Insurance
- Paid Time Off (Flexible/Combined PTO, Bereavement Leave, 11 Company Paid Holidays)
- 401K Retirement Plan with employer match
- Professional Development Training Reimbursement
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