Director, Executive Office Operations

Director, Executive Office Operations

NATURE OF WORK

This is administrative work providing executive support services to the Office of the Secretary of the Senate. Work involves performing a variety of administrative duties including sensitive and/or confidential matters, and the planning and preparation of special Senate events. This position is responsible for all front office operations including supervising the staff assistant, all scheduling and coordination, management of both internal and external correspondence, management of assigned spaces, office moves and renovations, and the planning and execution of Executive Office programs, and the creation, documentation and updating of existing and new procedures for the Executive Office.

Work is bound by Secretary of the Senate policies and procedures; the U.S. Senate Handbook; and the Senate Ethics Manual. The position requires independent judgment in setting priorities and handling assignments.

ESSENTIAL FUNCTIONS

Manage, schedule, and prepare materials for the Secretary, Assistant Secretary, and Chief of Staff as directed. Answer, respond to, and direct incoming calls to the Executive Office; and greet visitors and manage appointments of the Office of the Assistant Secretary of the Senate.

Lead and manage all operations and projects related to Secretary assigned space. This includes maintaining accurate lists of space assignments, managing the efficient use of storage space, and serving as lead point of contact for all moves, renovations, and furniture requests. Maintain positive working relationships with partner agencies including the Architect of the Capitol and Senate Sergeant-at-Arms.

Ensure the Executive Office is fully prepared with supplies and equipment necessary to maintain business operations.

Develop, plan, and lead all aspects of ceremonial items including Guest Chaplain awards, Golden Gavel program, Member pins and Senate service award pins. Develop, administer, and update relevant policies and procedures for the programs. Manage all aspects of ceremonial items including inventory, physical security, efficient and timely execution, accurate records, and professional communication with internal service providers and customers.

Manage all incoming and outgoing correspondence of the Executive Office. Develop and maintain efficient processing procedures that enable timely consideration and response to correspondence, and accurate record keeping.

Lead Executive Office involvement in all events. Coordinate as needed with the Spouse Liaison on weekly Tuesday spouse lunches, ad hoc spouse events, First Lady’s Luncheon, Senate Leadership Dinner, Ford’s Theatre events. Lead executive office aspects for Take Your Child to Work Day, and Interns Meet & Greet with the Secretary and Interns Farewell Reception. Lead all internal staff events including staff morale events, holiday events, and staff service award presentations, and retirements. Create and maintain after-action updates for special events to facilitate the development of best practices for future events.

Manage coordination of all tours and special outside events including Capitol tours for Secretary office visitors, and Senate gallery passes. Manage the White House Tour coordination. Serve as liaison for participation by the office of the Secretary for special events and administer the distribution of tickets; these include but are not limited to White House events, A Capitol Fourth, and the National Memorial Day concert.

Manage the room reservations program for the Lyndon B. Johnson (LBJ) Room (S-211).

Maintain all contact lists for the Office of the Secretary including Chiefs of Staff, Administrative Managers, and Committee Chief Clerks.

Budget, plan, and manage the execution of the Secretary’s Expense Allowance in coordination with the Executive Accounts Administrator.

Coordinate the communication of relevant information from the Executive Office to department directors including notices from partner agencies.

Develop and maintain policies and procedures for Executive Office programs. Draft after action memorandums and recommend updates to procedures to improve business operations.

Serve as the Office Emergency Coordinator for the Executive Office.

Supervise Executive Office staff assistant and interns.

Assist with coordination of New Senator Orientation program for Senators-elect, spouses, and staff including logistical support organizing rooms, tours, catering, printed materials, and managing other details.

Manage the process of updating the following: the Secretary of the Senate brochure (including coordination of printing and distribution), Washington’s Farewell Address reprint; online Pictorial Floor Directory; and the Secretary of the Senate staff directory on Webster.

Serve as intern coordinator for the Secretary’s Executive Office.

Maintain current knowledge of the Executive Office’s Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.

Provide all customers with the highest level of customer service.

MINIMUM QUALIFICATIONS:

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in an office environment with exposure to everyday risks and discomforts, and requires the use of normal safety precautions. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, and photocopier. Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.

MINIMUM QUALIFICATIONS

Work requires a bachelor’s degree and five to eight years of responsible administrative support experience, and the following knowledge, skills, and abilities:

Knowledge of modern office practices, procedures, and equipment.

Strong computer and technical skills.

Basic knowledge of the Senate as an institution preferred, with a desire and willingness to learn more about the legislative process, as well as the history and operation of the Senate.

Skill in organizing and maintaining executive schedules.

Strong proofreading and editing skills.

Skill in applying attention to details.

Ability to accurately maintain a variety of administrative and executive records.

Ability to work effectively with executives, Senate staff, and the public.

Ability to work extended unscheduled hours as directed by the Senate schedule.

Ability to appropriately handle confidential matters and information.

Ability to use tact and diplomacy when dealing with others.

Strong customer service skills.

Ability to communicate effectively, both orally and in writing.

Ability to make decisions independently using established processes.

Ability to manage multiple tasks, with strong time management ability in a fast-paced environment.

LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS

None.

ADDENDUM:

The Director of Executive Office Operations will maintain a Top Secret Clearance.