Executive Support Specialist

Executive Support Specialist

The Executive Support Specialist acts as the Organization's office manager (OM) and performs a wide array of industry-typical OM duties and activities. The Executive Support Specialist performs a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. The Executive Support Specialist may answer telephones and take messages or transfer calls, schedule appointments and update event calendars, arrange/plan staff meetings, handle incoming and outgoing mail and faxes, prepare memos, invoices, or other reports, edit documents, maintain databases and filing systems, whether electronic or paper, perform basic bookkeeping and other duties as assigned. The general responsibilities of the Executive Support Specialist are as follows, to include but not limited to:

• Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.
• Review and modify correspondence for internal consistency and conformance.
• Maintain and update the calendar of the Government office manager within the specialist's assigned branch using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager's schedule and current issues.
• Coordinate and support meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.
• Schedule accommodations for meetings, record lunch requests for meetings with outside guests notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).
• Obtain and deliver read ahead material for office manager's scheduled meetings and distribute to attendees.
• Prepare travel orders; arrange travel and lodging arrangements; arrange and coordinate a schedule for visits.
• Maintain conference room reservation schedules for the purpose of coordinating meetings, visits, and appointments.
• Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.
• Enter and maintain professional data.
• Serve as records manager and maintain office files.
• Collect, review, archive forms (such as leave requests, employee work schedules, and telework applications), and enter data into the timekeeping system for branch chief review.

What You Will Need:

• An ACTIVE AND MAINTAINED "TOP SECRET" Federal or DoD security clearance.
• High school diploma/GED
• ONE (1) or more years of general office experience.
• Experience operating standard office equipment, to include telephones, copy machine, scanners, computers, printers, and shredders.

What Would Be Nice To Have:

• Knowledge and/ experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.
• Ability to communicate orally and in writing.
• Experience managing program level activities
• Experience supporting executive level communications
• Intermediate SharePoint content management experience (Sites, Lists, Reporting)
• High Level of responsiveness and meeting deadlines

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Position may be eligible for a discretionary variable incentive bonus
• Parental Leave and Adoption Assistance
• 401(k) Retirement Plan
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Student Loan PayDown
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Emergency Back-Up Childcare Program
• Mobility Stipend

About Guidehouse:

Guidehouse is an Equal Opportunity Employer–Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse.