Executive Support Specialist
Apply Job ID 33069 Date posted 10/28/2025Job Family:
Capital Projects & Infrastructure
Travel Required:
Clearance Required:
What You Will Do:
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.
If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.
All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or guidehouse@myworkday.com. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.
If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline. If you want to check the validity of correspondence you have received, please contact recruiting@guidehouse.com. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.
Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.