Sr. Executive Coordination Specialist

About Bering Straits Professional Services, LLC

Bering Straits Professional Services (BSPS) is committed to world-class management of global logistics, training and procurement services for U.S. Government agencies. BSPS is certified by the U.S. Small Business Administration (SBA) as an 8(a) contractor. In February 2022, BSPS became an International Organization for Standardization (ISO) 9001 certified company. BSPS received the ISO 9001 quality standard certification through the Performance Review Institute (PRI).

About this position: Sr. Executive Coordination Specialist        Location-Washington, DC

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned. To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

Wage/Salary Range: $125k - $135k

Applicants will be notified via phone or email within ten (10) business days of submittal.

Essential Duties & Responsibilities

Primary Deliverable 1 – Executive Office Coordination and Administrative Support

The Contractor shall:

• Support the day-to-day coordination, organization, and administrative operations of the Ambassador.


• Maintain an integrated view of the Ambassador's official schedule, meetings, events, travel, deadlines, action items, and related administrative requirements.


• Prepare, edit, format, and organize executive-level communications, correspondence, briefing materials, schedules, trackers, and other work products based on Government-provided information, established templates, and Government direction.


• Develop and maintain standardized templates, organizational tools, trackers, and other administrative products to improve the usability and consistency of executive-office processes.


• Assist with implementation of approved templates and administrative tools and provide orientation to authorized personnel regarding their use, as directed.


• Monitor assigned administrative action items, suspense dates, responses, and follow-up requirements and provide status information to designated Government personnel.


• Facilitate administrative coordination among authorized Department personnel and offices supporting the Ambassador.

Schedule and Engagement Management

The Contractor shall:

• Compile and clearly summarize schedule information, engagement requirements, competing commitments, and other relevant administrative information for Government review and decision-making.


• Maintain and coordinate the Ambassador's official calendar in accordance with Government direction.


• Prepare daily and weekly schedule summaries and other executive scheduling products as requested.


• Identify scheduling conflicts, administrative dependencies, deadlines, and outstanding requirements and elevate them to designated Government personnel.


• Assist with prioritization and sequencing administrative requirements based on established Government guidance.


• Coordinate logistical requirements associated with official calls, meetings, events, visits, conferences, and other Ambassadorial engagements.

Meeting and Briefing Support

The Contractor shall:

• Collect, organize, distill, edit, and format meeting and briefing materials into clear, concise, and usable packages for the Ambassador and designated Government personnel.


• Coordinate administrative preparations for senior-level meetings, events, official calls, and engagements.


• Track requests for briefing materials and coordinate with responsible offices to obtain required materials by established deadlines.


• Consolidate information from multiple authorized sources into organized briefing packages without making policy determinations or substantive Government decisions.


• Maintain organized repositories of meeting and briefing materials in accordance with applicable Department records management requirements.


• Prepare meeting agendas, background packages, participant information, schedules, and other administrative materials as directed.


• Document action items and communicate administrative follow-up requirements to authorized Government personnel when directed.


• Track outstanding briefing and meeting requirements and provide status updates to designated Government personnel.

Travel Coordination

The Contractor shall:

• Organize and summarize travel itineraries, schedules, transportation arrangements, lodging information, meeting locations, and related administrative requirements for Government review.


• Coordinate travel-related administrative requirements with designated Department personnel, control officers, transportation providers, host-country representatives, and other authorized stakeholders.


• Track travel requirements and changes involving transportation, lodging, meeting locations, security coordination, official events, and scheduling.


• Assist with preparation and maintenance of travel books, itineraries, contact information, schedules, and other travel-related administrative products.


• Communicate approved travel-related information clearly and accurately to authorized stakeholders.


• Support administrative coordination associated with domestic and international official travel as authorized.

Correspondence and Information Management

The Contractor shall:

• Assist with organizing incoming and outgoing correspondence requiring Ambassadorial or senior Government attention.


• Draft high-level communications and correspondence based on Government-provided information, established policy guidance, approved templates, and Government direction.


• Edit and format correspondence and other written products to ensure clarity, consistency, accuracy, and professional presentation.


• Develop and maintain action-item, correspondence, suspense, and status-tracking systems.


• Monitor established suspense dates and provide status information to designated Government personnel.


• Organize and maintain electronic files and administrative records in accordance with applicable Department records management requirements.


• Handle Sensitive but Unclassified (SBU) information and other Government information in accordance with applicable Department policies, procedures, and security requirements.


• Maintain appropriate version control and organization of executive-office documents.

Interoffice Coordination

The Contractor shall:

• Serve as an administrative coordination point for matters involving the Ambassador, consistent with Government direction.


• Communicate professionally with Department bureaus, overseas posts, interagency partners, foreign government counterparts, and other authorized stakeholders regarding scheduling, logistics, information exchange, and administrative requirements.


• Facilitate the timely exchange of information necessary to support the Ambassador's official engagements.


• Maintain contact lists, stakeholder information, organizational charts, and other administrative information necessary for effective coordination.


• Support the administrative coordination of major events, official visits, calls, delegations, conferences, and other engagements involving the Ambassador.


• Coordinate with responsible offices to identify outstanding logistical or administrative requirements and communicate status to designated Government personnel.

Executive Office Operations

The Contractor shall:

• Assist with development and maintenance of office procedures, workflows, calendars, trackers, templates, and organizational systems.


• Identify administrative bottlenecks, recurring coordination issues, and workflow inefficiencies and provide recommendations to Government personnel.


• Maintain continuity documentation for recurring executive-office functions.


• Assist with onboarding and orientation of personnel supporting the Ambassador, as directed by Government personnel and consistent with the non-personal services nature of the requirement.


• Assist in maintaining organized administrative repositories and reference materials.


• Support the development and maintenance of standard operating procedures for recurring administrative functions.

Special Projects

• The Contractor may be assigned short-term projects within the scope of this task order, including:


• Development of executive briefing, scheduling, tracking, and information-management tools;


• Preparation of organizational, administrative, and status reports;


• Coordination of official events, visits, calls, and engagements;


• Development and documentation of standard operating procedures;


• Analysis, organization, and presentation of administrative information;


• Development or refinement of executive-office templates and workflow tools; and


• Other administrative, organizational, analytical, logistical, and coordination activities within the scope of this requirement.

Required (Minimum Necessary) Qualifications

• Education Requirements: Bachelor's degree or equivalent combination of education and relevant experience.

Knowledge, Skills, Abilities, and Other Characteristics

• Significant experience providing executive-level administrative, organizational, or program coordination support.


• Experience supporting senior executives, government officials, diplomatic personnel, ambassadors, or comparable senior-level leaders.


• Demonstrated ability to manage complex schedules, competing priorities, and short deadlines.


• Exceptional written and oral communication skills.


• Demonstrated ability to draft, edit, summarize, and format executive-level written products.


• Strong organizational, analytical, problem-solving, and follow-through skills.


• Demonstrated ability to consolidate significant amounts of information into concise and usable executive products.


• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and other common collaboration and scheduling platforms.


• Ability to establish and maintain administrative trackers, templates, calendars, and workflow systems.


• Ability to communicate effectively and professionally with senior-level Government personnel and authorized external stakeholders.


• Ability to work effectively in a fast-paced, high-visibility environment requiring discretion and sound judgment.


• Ability to handle sensitive Government information in accordance with applicable policies and procedures.


• Demonstrated ability to support official domestic and international travel and high-level engagements.

Preferred

• Must currently possess an active Secret clearance.

Supervisory Responsibilities

• This position will not have supervisory responsibilities.

DOT Covered/Safety-Sensitive Role Requirements

• This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions.

Necessary Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role. Employees must always maintain a constant state of mental alertness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environmental characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of the role. Employees must always maintain a constant state of situational awareness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Setting: The work under this task will take place in the following location: 

SA-9, Red Cross Building 

2025 E Street, NW 

Washington, DC 20006 

Schedule and Flexibility: Domestic office hours are 8:15 a.m. to 5:00 p.m., Monday through Friday, with a non-reimbursable 45-minute lunch. However, an alternative work schedule, including but not limited to Telework and Alternate Work Schedule, mutually agreed upon by the COR or GTM and the resource may be implemented. 

Other Pertinent Work Details: Performance will include an average of 40 hours each week, for each position, 1,912 hours per performance period. This task order may require overtime (OT) when work requirements extend beyond 40 hours per week. All overtime shall be pre-approved with a request from the Government Manager to the COR for final approval. 

Additional Qualifying Factors

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain and maintain the appropriate clearance levels required and must also be able to obtain access to military installations.

Shareholder Preference

BSNC gives hiring, promotion, training, and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer.  All applicants will receive consideration for employment without regard to any status protected by state or federal law, or any other basis prohibited by law.