Executive Administrative Assistant

Delta System & Software, Inc.; Fort Belvoir (VA); On-site; USD 65,000 - 95,000; Full time

Job summary

Delta System & Software, Inc. is seeking an Operations Specialist at Fort Belvoir, VA to support administration, planning, and management of operations activities. The role focuses on improving operational management systems and processes across programs and offices.

You will coordinate IPT meetings, manage calendars, brief leadership, and help implement policies and directives to ensure efficient, reliable operations.

Qualifications

Responsibilities

• Coordinate and participate in IPT meetings, providing administrative support.
• Coordinate scheduling of recurring meetings and program reviews.
• Coordinate strategic calendar updates with travel and events.
• Collect inputs for quarterly Risk Management Board.
• Own daily operations processes to ensure precise workflow.
• Convey taskings from Government Ops Director to staff and PM/DPM.
• Engage stakeholders to plan senior-level engagements.
• Analyze planning to anticipate issues and implement solutions.
• Prepare briefs based on stakeholder discussions for PM/DPM.
• Review issues and recommend improvements for RA leadership.
• Develop and ensure implementation of policies and directives.
• Prepare reports/presentations crossing org lines.
• May lead a team for special programs/projects.
• Identify areas needing emphasis and guide programs to meet expectations.

Job description

The Operations Specialist will support administration, planning, and management of operations activities. The Operations Specialist shall assist with improving operational management systems, processes and best practices that guarantee organizational well-being. This work may include, but is not limited to, the areas outlined below:

• Coordinate and participate in Integrated Product Team (IPT) meetings (syncing calendars, reserving conference rooms), contributing functional or technical expertise, and/or providing administrative support to any of the government program office leads or managers.
• Coordinate scheduling and execution of recurring meetings and reviews (e.g., Staff Call, Program Management Reviews, All Hands).
• Coordinate weekly update of strategic calendar with significant activities, travel, and events.
• Coordinate the scheduling and collection of program office inputs for each quarterly Risk Management Board.
• Assumes ownership of daily operations processes and routine products to ensure precise, consistent flow of operations for organization leaders.
• Conveys the Government Operations Director’s taskings to Staff Directors and O-5 functional organizations and communicates in accordance with the PM (O-6) and Deputy Project Manager (DPM).
• Proactively engages stakeholders to identify and plan for senior-level engagements in a dynamic environment.
• Analyze short-term, mid-term, and long-range planning on projects and tasks to anticipate potential complications, rapidly develop, and implement innovative solutions to ensure efficient handling of unplanned events and issues.
• Prepare and distribute briefs based on stakeholder discussions and feedback to the PM and DPM in a timely manner as needed, both in person and in writing. and
• Reviews and analyzes issues, provides recommendations and suggestions for improvements in any aspects relating to increased performance for RA leadership.
• Develops, revises, recommends, and ensures implementation of policies, plans, procedures, and directives.
• Prepares reports and presentations outlining the current status that crosses organizational and functional lines.
• May serve on a team and/or lead a team regarding various special programs/projects. Identifies existing or potential problem areas and recommends corrective action.
• Identifies areas needing emphasis and exercises guidance to ensure programs and initiatives meet management expectations.