Front Office Manager/Chief of Staff

VISTA Technology Services•Washington, DC

5d•Onsite

About The Position

VISTA Technology Services, Inc. (VISTA) is seeking an experienced Front Office Manager/Chief of Staff to support our NAVSEA customer, reporting onsite in Washington, DC 5 days a week. The Front Office Manager/Chief of Staff will provide high-level support to a NAVSEA Front Office and directly support the Program Manager (PM) and Deputy Program Manager (DPM). The ideal candidate will be a proactive, forward-leaning leader responsible for driving operational excellence and ensuring the seamless execution of the program's objectives. This role requires exceptional judgment, the ability to operate autonomously, and the foresight to anticipate and resolve challenges before they arise.

Requirements

High School Diploma or GED
7+ years of experience as a DoD Front Office Manager, Executive Assistant, or Chief of Staff (3+ years will be considered with adequate and proven acumen managing people and task and basic – moderate knowledge in NAVSEA operations and submarine Sound Navigation and Ranging (SONAR) hardware, software, and interfaces)
3+ years of federal acquisition experience supporting DoD/DoW/Navy programs
3+ years of experience authoring and editing Naval correspondence such as endorsements, memorandums, business letters, and award using the basic naval correspondence formatting
Experience managing processes such as System Authorization Access Requests (SAAR forms) and managing serialized documents
Demonstrated expertise in military protocol
Experience supporting NAVSEA and/or other Navy acquisition programs
Excellent attention to detail and the ability to conduct quality assurance/quality control on your work as well as others
Ability to professionally collaborate, interface and communicate with programmatic clients and leadership
Ability to prioritize deliverables and responsibilities to use time prudently
Ability to successfully solve/tackle problems, handle surprises, and be flexible in the ability to adapt to ever-changing requirements
Exceptional communication skills, both written and verbal
Ability to demonstrate proficient using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook)
Active DoD Secret Clearance

Nice To Haves

Bachelor’s degree
Experience Onboarding and Offboarding staff and contractor support onto the program a plus (e.g., supporting badging, seating, asset management and tracking, building accesses, email, and system account creation, etc.)
Technical proficiency using Defense Travel System (DTS), Defense Information System for Security (DISS), Enterprise Data Warehouse (EDW), SharePoint, and Microsoft Teams
Experience managing processes such as creating Visit Authorization Requests (VARs) and supporting/coordinating Transfer Into and Exit (TIE)

Responsibilities

Serve as the primary gatekeeper for the PM and DPM, managing complex calendars, prioritizing engagements, and preparing leadership for all commitments
Oversee and execute all administrative functions, ensuring office continuity and managing the flow of official correspondence and actions
Identify, analyze, and resolve operational issues, communicating risks and recommendations directly to program leadership
Develop, implement, and maintain Standard Operating Procedures (SOPs) to optimize office efficiency and best practices
Lead and participate in critical team initiatives, leveraging an extensive network to accomplish objectives swiftly and effectively
Manage the complete lifecycle of personnel support, including the effective onboarding and offboarding of all staff and contractors by coordinating badging, seating, IT assets, and all required system accesses
Expertly manage and maintain essential program systems and platforms
Handle all travel logistics via the Defense Travel System (DTS), including scheduling, authorizations, and expense reporting
Prepare, edit, and manage all forms of Naval correspondence with meticulous attention to detail
Supervise the day-to-day operations and workload of the Executive Assistant