Senior Office Administrator

Position Summary:
Analytic Services, Inc. (ANSER) is seeking an experienced Senior Office Administrator to assist the Office of the Department of War (DoW) Chief Information Officer (CIO) with office and operations management.

This position cannot support a hybrid or remote work schedule with all job duties performed full-time onsite at the Pentagon in Arlington, VA.

Day to Day Responsibilities:

• Oversee calendars, priorities, and task flow to ensure leadership can focus on strategic responsibilities.
• Prepare agendas, coordinate logistics, capture notes, and track action items through completion.
• Act as a liaison across teams and stakeholders to maintain alignment with leadership, complete tasks, and resolve issues.
• Develop, maintain, and improve project management process, tools, and best practices to support the monitoring and execution of DoW CIO programs, actions, and taskers and reporting mechanisms to ensure program, action, and tasker progress against established milestones.
• Assist government personnel with administrative systems, travel, file systems, organizational documentation and deliverables, and records management.
• Ensure the smooth functioning of the office:
  • Answering and routing phone calls and greeting/escorting guests
  • In-processing new personnel (DD1172, DD2249, DD2875)
  • Requesting and managing all government furnished equipment for new employees
  • Suite access, SCIF maintenance, and burn bag destruction
  • Resolution of IT and network issues
  • Off-boarding departing personnel
• Review staff actions and correspondence to ensure clarity and that the organization's position is clearly reflected.
• Draft correspondence and contribute to the preparations of reports and presentations, and to meeting execution.
• Use the appropriate task management system (CATMS, Microsoft Planner, etc.) to provide tasking management support, including coordinating with other directorates; compiling and quality checking Staff Action Packages; track the status of packages as they move through the system; and prepare periodic reports as to the status of the Staff Actions; and follow up on Staff Actions when required to ensure actions are completed in a timely manner
• Provide routine briefs on office activities and upcoming deliverables.
• Anticipate hurdles and upcoming requirements, prepare relevant materials proactively, and solve administrative or logistical bottlenecks independently.
• Support implementation and continuous improvement of administrative and project management tools and processes across the organization in support of compliant, effective, and streamlined organizational operations.
• Other duties as assigned.

Required Qualifications:

• Possess an active TS/SCI security clearance.
• 14+ years of professional administrative support experience and a High School diploma. Bachelor’s degree in project management, human resources, business administration, government affairs, public administration, political science, organizational leadership or other related field may be substituted for 4 years of experience.
• 2+ years of professional administrative work experience in support of the DoW.
• Experience navigating DoW systems and processes, including the Defense Travel System and task management tools.
• Exceptional interpersonal skills with experience serving as a liaison between leadership and internal/external stakeholders in a professional environment.
• Exceptional organizational and time management skills with a proven ability to manage multiple competing priorities.
• Excellent executive-level written and verbal communication skills.
• Proficiency in Microsoft Office Suite, shared document workspaces, and scheduling software to keep tasks transparent and organized.

Preferred Qualifications:

• Experience supporting Office of the Secretary of War (OSW) clients.