What are the responsibilities and job description for the Office Manager / Scheduler position at GuidePost Strategies?

About the Company - GuidePost Strategies is a federal strategic consulting and government affairs firm which assists clients in comprehensive message positioning, legislative strategy, issue management and advocacy. This is a great opportunity to establish working relationships with high-level executives and contribute to the overall efficiency of our organization.

About the Role - We are seeking a highly organized and proactive Scheduler / Office Manager to oversee daily office operations and ensure a smooth, efficient work environment. The ideal candidate will be responsible for administrative support, office organization, and coordination of company procedures, while fostering a positive workplace culture. This in-person position will provide direct administrative support to two partners, managing their calendars, travel arrangements, and other critical tasks, often requiring discretion with sensitive information, while prioritizing and filtering incoming requests to ensure that their time is used efficiently

Scheduling / Administrative Support

Calendar Management : Maintaining and managing partners’ calendar, schedule meetings, appointments, and prioritizing tasks. Respond to scheduling requests and coordinate meetings across the firm.
Communication Management : Handling incoming calls, emails, and correspondence, filtering and routing information as needed.
Travel Arrangements : Coordinating travel plans, booking flights, accommodations, and ground or other transportation.
Event Support : Prepare and print name badges, tent cards and other event materials.
Confidentiality : Maintaining discretion with sensitive information
Project Assistance : Supporting on special projects as needed

Office Management

Manage and oversee daily office operations, ensuring a productive work environment.

Maintain office efficiency by implementing and refining administrative procedures.

Oversee office supplies inventory and place orders as necessary.

Serve as the main point of contact for office-related inquiries and external vendors.

Coordinate meetings, appointments, and company events.

HR coordination and support : Assist in scheduling interviews, collaborate with payroll, tech, and admin departments to onboard new employees, provide direction to employees on access to HR documents, organize training sessions, and schedule performance reviews.

File financial reports : Organize and categorize expenses, coordinating with the partners to assure reimbursements.

Manage office budgets and expenses, ensuring cost-effectiveness.

Maintain company records, files, and documentation in an organized manner.

Ensure compliance with office policies, health, and safety regulations.

Qualifications - Education : Associate’s or Bachelor’s degree in Business Administration, Human Resources, or a related field (preferred). Experience : 2-5 years of administrative, scheduling and / or HR-related experience. The ideal candidate will have :

an understanding of Congressional procedures, the legislative process, and the political landscape to navigate scheduling complexities; and

previous scheduling experience on the Hill or in a government affairs environment.

strong written and verbal communication skills to effectively interact with individuals across different levels and time zones.

the ability to manage complex schedules, prioritize tasks, and handle multiple demands simultaneously.

the ability to work independently under strict deadlines and in a fast-paced environment.

the ability to ensure accuracy in all administrative tasks and documentation.

the ability to maintain confidentiality and handle sensitive information professionally.

above-average proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Zoom.

knowledge of basic HR and accounting principles.

Pay range and compensation package - Benefits package includes participation in the company retirement, health, dental and vision plans. Base salary commensurate with experience and additional bonus opportunity based on performance.

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Office Manager / Scheduler

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