Operations Coordinator and Senior Executive Service Assistant

Vistra Communications • Falls Church, VA

2d • Onsite

About The Position

Vistra is seeking an organized and methodical administrative professional who actively anticipates challenges, analyzes complex situations, and develops effective, actionable solutions. Expert communicator who engages various stakeholders and leaders with clarity, fostering strategic alignment and relaying vital information through all tiers of an organization. Demonstrated record of innovating processes to enhance productivity and maintain deadlines. Anticipates and embraces change, driving adaptability within teams to navigate complex challenges and evolving environments. Seasoned self-starter who works independently and with senior executives to maintain effectiveness while managing multiple efforts. Expert in efficiency, process improvement and organizational redevelopment.

This position will be located on site at DHA HQ in Falls Church. Telework may be authorized situationally.

Requirements

• Bachelor's degree and 3-10 years of directly related experience required.
• Minimum 5+ years previous administrative or office management experience within the DoW, VA, or other Federal agency
• Strong organizational and time-management skills
• Ability to draft clear and concise written products with high attention to detail (e.g., progress reports, action memoranda, stakeholder emails)
• Excellent communication and interpersonal abilities
• Self-starter. Ability to organize, track, and coordinate multiple requirements simultaneously, reprioritizing based on understanding of client and stakeholder demands
• Expert proficiency in Microsoft Office software
• Ability to obtain a security clearance
• US Citizenship Required: Due to the requirements of the federal contract that this position supports, U.S. citizenship is required. Citizenship will be confirmed via I-9/E-Verify at the start of employment.

Nice To Haves

• Previous DoW administrative or office management experience
• Experience preparing DoW correspondence package components (e.g., memos, action memos)
• Understanding of the DoW systems: CATMS/TMT/eSSS (Task Management), DTS (Defense Travel System Coordination)
• Experience working in a military environment or with military personnel
• Experience working with high-ranking senior leaders, executives, and political appointees

Responsibilities

• Serve as the principal advisor and technical consultant to a SES III, responsible for managing and deconflicting the operational schedules of the Executive Staff. Maintains authority over appointments, executive priorities, and commitments on behalf of the Executive Staff.
• Act as the Executive Staff’s strategic liaison with internal departments and other stakeholders, ensuring seamless communication and alignment across organizations.
• Assist with packaging and reviewing memos in CATMS.
• Oversee day-to-day executive office operations and task management/correspondence on various program topics, ensuring priority actions and those of particular interest are properly executed throughout the organization.
• Principal point of contact for the office’s executive functions. Front desk presence in the office to welcome and orient visitors of the Executive Staff.
• Ensure the Executive Staff is prepared for each meeting with necessary read-ahead materials and talking points. Prepare meeting spaces (physical and virtual) before Executives arrive for seamless operation. Capture post-meeting follow-ups to ensure operational continuity and impact.
• Act as the Executive Staff’s strategic liaison with internal departments and other stakeholders, ensuring seamless communication and alignment across organizations.
• Leverage strong communication and liaison skills to establish a high level of trust with senior level management and government personnel.
• Use sound judgement to manage, advise on, and deconflict competing organizational priorities and engagements
• Anticipate operational needs, resolve issues independently, and implement efficiency solutions to support executive objectives and corporate outcomes.
• Handle all sensitive matters with discretion, maintaining strict confidentiality.

Benefits

• Vistra provides medical, dental, and vision benefits, life and disability insurance, employer matching 401(k) retirement plan, Paid Time Off, Parental and Bereavement Leave, and Professional Development, among other benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level