Employee Service Specialist

Job Family :
Management Consulting

Travel Required :
Up to 10%

Clearance Required :
Active Top Secret (TS)

What You Will Do :

The Employee Service Specialist will provide comprehensive administrative and operational support to senior leadership and organizational staff. They will manage office operations, coordinate logistics, maintain records, and ensure all administrative processes follow established policies and procedures.

Administrative & Executive Support

• Manage and maintain the office manager's calendar, schedule appointments, and coordinate meetings based on priorities and availability.
• Prepare, edit, and review correspondence, reports, briefings, and presentations for accuracy, clarity, tone, and formatting consistency.
• Respond to administrative inquiries and taskers within required deadlines, track progress, and document final outcomes.
• Screen calls and visitors, manage incoming communications, and route inquiries to appropriate personnel.

Meeting & Event Coordination

• Plan and coordinate meetings, conferences, and special events, including logistics, accommodations, and attendee requirements.
• Arrange conference rooms, video teleconferencing (VTC), and meeting materials such as signage, registration areas, nameplates, and table tents.
• Distribute read-ahead materials and ensure participants are informed of schedules and requirements.
• Coordinate visitor requests, parking, and other event-related logistics.

Travel & Scheduling Support

• Prepare travel orders, coordinate travel and lodging arrangements, and develop detailed itineraries.
• Maintain conference room schedules and ensure effective use of shared spaces for meetings and events.

Records & Data Management

• Maintain and update office databases, including personnel records, organizational charts, training, travel, and budget tracking.
• Serve as the records manager by organizing, maintaining, and archiving official documents and files.
• Manage administrative documentation, including leave requests, telework applications, and work schedules, ensuring accurate entry into timekeeping systems.
• Organize and maintain electronic files and materials using shared drives, databases, and SharePoint platforms.

Personnel & Administrative Processing

• Prepare and process administrative actions such as training requests, travel vouchers, conference approvals, and personnel documentation.
• Compile and submit complete personnel action packages for civilians, contractors, and other staff.
• Ensure all documentation complies with applicable policies, procedures, and approval requirements.

Operations & Office Support

• Prepare property accountability documentation, including requisitions and turn-ins.
• Operate and maintain office equipment such as copiers, scanners, printers, and shredders; coordinate repairs as needed.
• Follow standard operating procedures (SOPs) and internal operating procedures (IOPs) related to administrative operations, security, and safety.

Process Improvement & Team Collaboration

• Participate in Integrated Product Teams (IPTs) and working groups to improve administrative processes and procedures.
• Identify opportunities to enhance efficiency, organization, and workflow across administrative functions.

What You Will Need :

• An ACTIVE and MAINTAINED "TOP SECRET" Federal or DoD security clearance
• High school diploma or equivalency
• ONE (1) or more years of general office experience

What Would Be Nice To Have :

• Bachelor's degree
• Experience operating standard office equipment, to include telephones, copiers, scanners, computers, printers, and shredder
• Experience with government systems (e.g., DTS, timekeeping systems)
• Familiarity with security, records, or personnel procedures in a federal environment
• Knowledge and/ experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.

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.