Executive Assistant/Office Manager

About BlueForge Alliance (BFA):

BlueForge Alliance is an agile program integrator positioned to meet the demand to build capacity for the defense industrial base. We are a unifying organization converging technology, manufacturing, economics, and state and federal government to provide a forward-facing, federated umbrella with national visibility.

As a non-profit, neutral convener, BlueForge Alliance aligns strategy with execution to coordinate regional stakeholders, assess and propose high-value efforts, and rapidly establish and deploy U.S. Department of Defense investments. By streamlining competing priorities and viewpoints, we aim to increase manufacturing capacity and technology adoption, boost the number of available suppliers and diversify investment into the defense industrial base.

Position Summary:

The Office Manager/Executive Assistant will play a pivotal role in ensuring the smooth operation of day-to-day activities by managing administrative tasks, coordinating office logistics, and supporting executives with scheduling, travel arrangements, and correspondence. This position requires a highly organized individual with excellent communication and multitasking skills to maintain an efficient and productive work environment. The role involves overseeing office maintenance, event planning, and security protocols, while also serving as a key point of contact for internal and external stakeholders. In addition to the following details, by being a BlueForger, you will be expected to uphold and exemplify our values of Belonging, Selfless Service, Integrity, Leadership, Respect, and Excellence. We uphold these values upon a backbone of humility driven by a culture of safety, vulnerability, and purpose.

Essential Duties and Responsibilities:

*** This position is located in our Office in the Washington Navy Yard in Washington DC ***

Administrative Support

• Manage daily office operations, including scheduling meetings, handling correspondence, and maintaining office supplies and equipment.
• Provide executive support, including managing calendars, travel arrangements, and preparing reports or presentations.
• Coordinate meeting logistics, including audiovisual setup, catering, and visitor management.
• Screen and direct incoming communications such as phone calls, emails, and mail to the appropriate departments.
• Prepare and distribute meeting agendas, minutes, and action items.
• Maintain digital and physical filing systems, ensuring document accuracy, organization, and confidentiality.
• Prepare reports, spreadsheets, and other materials as needed by the leadership team.
• Provide support to various departments as needed, including cross-functional collaboration on administrative and operational tasks.
• Foster a positive, collaborative office environment that reflects organizational values and culture.

Office and Facility Management

• Ensure the office environment is clean, organized, and well-maintained to promote productivity and professionalism.
• Liaise with building management to address facility-related needs such as repairs, maintenance, and employee access.
• Oversee security protocols, ensuring compliance with visitor management and access control policies.
• Assist with basic IT troubleshooting related to office equipment, such as printers, projectors, and phones.
• Coordinate with external IT support when technical issues require escalation.
• Ensure adherence to organizational policies and government regulations, preparing compliance reports as needed.
• Maintain an inventory of office supplies, tracking usage and reordering as necessary to avoid shortages.
• Performs other related duties as assigned.

Supervisory Responsibilities:

• Manages, develops and trains staff.
• Oversees the daily workflow of the department.
• Provides constructive feedback and timely performance evaluations.