Executive Administrative Coordinator (Contractor Support)
About The Position
The Executive Administrative Coordinator provides high-level executive administrative and operational support to Defense Health Agency (DHA) J8 senior leadership in a fast-paced Department of Defense environment. This position sits directly within the DHA J8 front office and serves as a key coordination and operational support resource for executive leadership, ensuring seamless day-to-day office operations, leadership synchronization, meeting coordination, workforce readiness tracking, travel coordination, executive communications, and administrative execution. The ideal candidate possesses strong Department of Defense experience, executive-level communication skills, operational awareness, and the ability to operate effectively in high-visibility environments supporting senior government leadership.
Requirements
- Bachelor’s Degree
- ETMS2
- CATMS
- DTS
- Microsoft Office Suite
- Microsoft Teams
- SharePoint
- Minimum 8+ years of Department of Defense administrative, operational, or executive support experience
- Prior experience supporting senior leadership, executive front offices, command groups, or headquarters operations
- Experience utilizing ETMS2, CATMS, DTS, and GTCC-related systems
- Experience preparing executive-level reports, briefings, correspondence, and summaries
- Ability to manage multiple competing priorities in a fast-paced operational environment
- Strong organizational, communication, and coordination skills
- Experience supporting meetings, executive calendars, task management, and leadership suspense tracking
- Proficiency with Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, Teams)
- Ability to operate professionally in high-visibility executive environments
Nice To Haves
- Experience supporting Defense Health Agency (DHA), Military Health System (MHS), or DoD headquarters organizations preferred
- Strong understanding of DHA J8 operations, administrative processes, and mission support functions preferred
- Prior NCOIC, supervisory, or team leadership experience
- Experience with Front Office support to Senior Executive Services (SES, Flag Officers, and O-6)
- Experience supporting financial management, budget execution, readiness, or operational coordination activities
- Familiarity with DHA J8, Programming Directorate, or Resource Management operations
- Experience supporting audit readiness, internal controls, or compliance-related activities
- Knowledge of Joint Travel Regulations (JTR), DTS workflows, and GTCC oversight processes
Responsibilities
- Provide direct executive administrative and operational support to DHA J8 leadership and front office operations
- Coordinate leadership calendars, meetings, executive taskings, suspense management, and high-priority actions
- Prepare executive summaries, briefing materials, reports, talking points, correspondence, and leadership read-ahead packages
- Support command-level operations, administrative coordination, and executive office workflow management
- Coordinate and track leadership actions across DHA stakeholders, subordinate offices, and external organizations
- Utilize ETMS2 and CATMS to monitor workforce readiness, training compliance, and organizational reporting requirements
- Generate and analyze ETMS2/CATMS reports to support leadership visibility into readiness metrics, training gaps, and workforce compliance
- Coordinate Defense Travel System (DTS) actions, travel documentation, Government Travel Charge Card (GTCC) activities, and travel-related administrative support
- Support executive-level financial and administrative coordination activities aligned to DHA J8 mission requirements
- Maintain records, documentation, trackers, and reporting aligned with DHA and Department of Defense policies
- Support audit readiness, internal controls, and administrative compliance efforts
- Coordinate across government and contractor personnel to resolve administrative, operational, financial, and readiness-related issues
- Support leadership engagements, meetings, briefings, and front-office operational priorities in a high-tempo environment
- Provide professional front-office support while interacting with senior military officers, SES personnel, government civilians, and external stakeholders
Benefits
- Equal opportunity employer
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What This Job Offers
Job Type
Full-time
Career Level
Executive
