Office Coordinator (req-218)

CATHEXIS•Washington, VA

4d•$110,000 - $120,000•Onsite

About The Position

Team CATHEXIS elevates the government contracting experience through rapid response, deep skill, and thoughtful problem-solving and communication. Our core capabilities are our top-tier program and project management, data analytics, and audit services, the backbone of which is our integrated approach to operational excellence. You worked hard to get to where you are. You strive to make every day better than the day before. So do we. Team CATHEXIS operates with an all-in mindset. We are working together to create a company that supports our shared values and individual goals. Our values are centered around Respect, Engagement, Customer Service, Integrity, Teamwork, and Excellence in everything we do for our employees, clients, partners, and communities. We believe success is best when we listen and lead with empathy; model high standards of ethics to provide a rewarding candidate experience; work hard, have fun, and appreciate the strengths we all bring to the team; and empower our employees to create innovative and trusted results. We are looking for a dynamic Office Coordinator to join our team.  The Office Coordinator will provide and synchronize support to the OUSD P&R front office, including the USD, DUSD, Chief of Staff, and Executive Director. This individual will be responsible for a range of tasks, assisting a team of Military Assistants (MAs) and the Director of Operations. This role demands exceptional attention to detail, outstanding organizational skills, and the ability to manage multiple priorities in a dynamic, fast-paced environment. Additionally, it requires proven experience providing support to high-ranking senior executives (equivalent to 3-4 star civilian leaders). This position is essential to the smooth functioning of the front office. This position will be located on-site at the Pentagon daily.

Requirements

Active Top Secret Clearance is required
Bachelor's Degree is highly preferred; four (4) additional years of relevant experience will be considered in lieu of degree will be considered
Minimum of 4 years of relevant work experience with 3 years of experience providing administrate support to SES Military Office, Government Offices, or Federal Agencies
Familiarity with the structure, culture, and needs of military organizations
Ability to handle multiple tasks simultaneously and work in a fast-paced environment, including experience using a correspondence and task management system (e.g. CATMS, TMT, or similar DoD system) to track, manage, and respond to official correspondence and action items is required
Must be proficient in using the system to assign tasks, monitor progress, and ensure timely completion of actions. Strong organizational skills and attention to detail are essential for managing a high volume of correspondence
Strong communication skills, both verbal and written
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Skilled in managing phone systems and basic office equipment
Ability to assemble, organize, and maintain high-volume documents and physical files with accuracy

Responsibilities

Coordinate and synchronize near-term, daily and weekly support requirements to senior leaders, including management of assigned operations, information updates, and inter-department action coordination
Draft, edit, and proofread executive-level correspondence, talking points, and internal memos with exceptional attention to detail
Manage and deconflict complex calendars for SES-level executives (1-star to 3-star), ensuring priority meetings and deadlines are met
Coordinate SES timecard reporting through government systems and provide high-level administrative tracking and follow-up
Proof and prepare briefing materials, Read-Ahead (RAH) documents, and other report/ documents as required and professional name tents
Liaise with JSP VIP support and OUSD P&R ITM for executive IT/AV requirements including VTC, SIPR, Teams, and Zoom
Coordinate and support the setup, opening, and preparation of high-level conference rooms for all engagements
Coordinate and escort high-level visitors, ensuring all security and access protocols are followed
Retrieve, collate, reformat, and distribute briefing materials, PowerPoints, Excel spreadsheets, and other sensitive documents for senior leadership
Maintain filing systems (digital and hardcopy) and ensure prompt, accurate documentation delivery for time-sensitive meetings and briefings
Assemble and maintain binders and information packets for recurring and ad-hoc meetings
Serve as an office and assigned requirement point of contact for senior leadership, Military Assistants, and internal/external stakeholders
Professionally engage with visitors, stakeholders and leaders; answer and screen phone calls, take detailed messages, and provide accurate information to staff and visitors
Track and prioritize incoming taskers, monitor deadlines, and support interdepartmental coordination for timely completion
Provide professional proofreading and editing of assigned tasks
Manage the secure handling, logging, and distribution of Top Secret documents within SCIF environments
Maintain visitor logs and coordinate clearance verifications
Support onboarding/offboarding documentation, including read-ons and debriefs for cleared personnel