Special Assistant

Rotunda Solutions•Arlington, VA

14d•Onsite

About The Position

Rotunda Solutions is a data strategy, analytics, and systems engineering firm providing expertise on high profile projects. Located in the metropolitan Washington D.C. area, we have created a collaborative environment where our employees enjoy the opportunity to showcase their technical skills on interesting projects, gaining valuable experience and continuously learning alongside top-notch colleagues. For those seeking involvement in the unique and exciting environment of a successful start-up, we have a culture of mentorship and plenty of chances to get involved in internal work. Our deep network of resources enables us to offer the comprehensive benefits of a large company with the camaraderie, opportunities, and perks of a small business. We put employees first! We are seeking a highly motivated Special Assistant / Project Manager to support Enterprise Frontier AI initiatives for a longstanding Department of War client. This role will provide essential administrative coordination, project tracking, and executive communications support to the organizational PMO and senior technical leadership. The ideal candidate will combine strong organizational acumen and exceptional written communication skills with the ability to manage complex calendars, route senior-level administrative requests, and manage training or community portfolios. Operating effectively in a dynamic, multi-stakeholder environment, this individual will serve as a central coordinator, translating organizational goals into polished briefs and memos, and ensuring the smooth day-to-day operation of the initiative.

Requirements

Active Secret (or higher) clearance
Bachelor’s degree in Business Administration, Public Administration, Communications, Information Technology, Project Management, or a related field.
4+ years of professional experience in an administrative coordination, project management support, or special assistant role.
2+ years of experience supporting operations within a DoD (Department of War) or federal government environment.
Proven experience managing calendars, coordination, and schedules within a PMO or senior executive setting.
Excellent written communication skills, with a demonstrated ability to draft formal memos, briefs, and policy-aligned materials for senior leadership.
Exceptional interpersonal skills, with the ability to manage competing administrative requests from multiple senior stakeholders diplomatically.

Nice To Haves

Demonstrated experience assisting with training, workforce development, or community engagement portfolios.
Familiarity with DoD administrative systems, routing protocols, and organizational structures.
Basic understanding or interest in data science, AI/ML concepts, or technical program structures.
CAPM (Certified Associate in Project Management), PMP, or equivalent project management training.

Responsibilities

Proactively route and manage administrative requests from various senior leaders within the department, ensuring quick resolution and adherence to organizational processes.
Maintain and manage complex calendars for the organizational Project Management Office (PMO), deconflicting critical meetings, scheduling reviews, and coordinating logistics.
Establish and maintain efficient administrative tracking systems to monitor action items, executive correspondence, and senior leadership requests.
Develop high-quality, comprehensive content for briefs, executive summaries, and formal memos based on organizational goals, mission objectives, and federal policies.
Assist with the building, structuring, and ongoing management of the program's training and community engagement portfolio, fostering collaboration across teams and external partners.
Coordinate and facilitate communication between technical teams, program leadership, and senior executive stakeholders to translate complex project statuses into clear operational briefings.
Support the execution of AI/ML initiatives by tracking milestones, ensuring resource alignment, and facilitating team syncs.
Assist in identifying project dependencies, tracking risks, and executing mitigation strategies to keep PMO initiatives on schedule.