Executive Support Specialist

Infinite Management Solutions, LLC•Dayton, OH

4d•Onsite

About The Position

The Executive Operations Specialist serves as a trusted partner to executive leadership, providing executive communications management, priority coordination, operational support, and stakeholder engagement in a fast-paced government environment. This role works independently to manage competing priorities, coordinate executive actions, track key commitments, and ensure the timely flow of information across stakeholders. The Specialist enables leadership to focus on strategic priorities by anticipating needs, facilitating follow-through, and supporting organizational effectiveness. Further duties and responsibilities include, but are not limited to:

Requirements

Bachelor's degree from an accredited institution in business, communications, public administration, organizational leadership, or a related field (preferred), with a minimum of 5 years of experience supporting executives, senior leaders, military leadership, government programs, or similar high-visibility environments; an associate degree or equivalent relevant experience may be considered in lieu of a bachelor's degree.
Demonstrated experience supporting senior executives, military leaders, or government leadership teams
Expertise in similar contract/consultant position servicing DOD client (highly preferred)
Meets U.S. citizenship and work eligibility requirements for federal contractors
Must be able to obtain and maintain a Department of Defense (DOD) Secret clearance, if required
Exceptional written and verbal communication skills
Excellent organizational skills and attention to detail
Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment
Strong analytical, critical-thinking, and problem-solving skills
Proactive self-starter who anticipates needs, exercises sound judgment, and operates independently with minimal supervision
Ability to maintain confidentiality, discretion, and professionalism when handling sensitive information
Experience supporting senior leaders and coordinating across diverse stakeholder groups, including Government, military, contractor, and industry partners
Strong accountability, follow-through, and commitment to mission success
Familiarity with Department of Defense organizations, military terminology, acronyms, and executive-level operating environments
Proficient with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other office productivity tools.

Nice To Haves

Experience using ServiceNow or similar workflow, action-tracking, or customer relationship management systems (preferred)

Responsibilities

Serve as a trusted partner to executive leadership by coordinating priorities, initiatives, and follow-through on key actions
Monitor, organize, and manage executive communications, correspondence, and taskings
Draft, review, and coordinate responses, briefings, memorandums, and other executive-level communications
Manage executive calendars, scheduling priorities, meetings, and engagements
Anticipate executive needs and proactively identify potential conflicts, risks, or support requirements
Provide regular status updates and ensure leadership remains informed of emerging issues, milestones, and critical decisions
Maintain confidentiality and exercise sound judgment when handling sensitive information
Review and analyze established processes and procedures that generate, record, and track program activities
Provide actionable recommendations to key stakeholders to evolve, streamline, or improve current practices
Analyze program transitions and recommend alternative transition mechanisms for consideration
Maintain comprehensive documentation to support continuity of operations and knowledge transfer
Organize data effectively and communicate key insights to enable successful program execution and informed leadership decisions
Identify opportunities to improve efficiency and reduce administrative burden across the organization
Attend meetings, working groups, conferences, workshops, and executive engagements as directed by leadership
Capture accurate meeting minutes and document key decisions
Maintain a centralized log of open and closed action items, including status, owners, and outcomes
Track action item progress and follow up with responsible stakeholders to ensure timely completion
Prepare executive summaries, status reports, and decision-support materials
Ensure commitments and deadlines are tracked and communicated to leadership
Develop executive briefings, presentations, talking points, correspondence, and communication products
Use collected program data and insights to develop recurring strategic communications products for leadership
Support preparation of materials for internal and external stakeholders
Ensure materials are accurate, professional, and aligned with Government messaging objectives
Collaborate with or leverage Technical Writer support as appropriate
Coordinate planning and execution of executive meetings, conferences, workshops, and stakeholder engagements
Support venue selection, agenda development, speaker coordination, registration management, and event logistics
Coordinate audiovisual, technology, and facility requirements to ensure successful event execution
Provide onsite support, attendee coordination, and issue resolution during events
Compile post-event documentation, metrics, after-action reports, and lessons learned
Serve as the primary point of coordination among leadership, stakeholders, vendors, and support teams throughout the event lifecycle
Participate in meetings and engagements to gain insight into interactions across programs, partners, and supply chains
Build and maintain positive working relationships with Government, military, industry, and internal stakeholders
Perform other related duties as assigned by the Director or Program Lead
Adhere to all organizational policies, including ethical and behavioral standards