EXECUTIVE SECRETARIAT PROGRAM MANAGER - PUBLICATIONS & ISSUANCES

Aptive; Washington (District of Columbia); On-site; USD 110,000 - 150,000; Full time

Job summary

Aptive is seeking an Executive Secretariat Program Manager (Publications & Issuances) to support Hospital Communications at WRNMMC in Bethesda, MD. This role manages the full lifecycle of publications and issuances, ensuring compliance with DoW/DHA guidance and alignment with higher headquarters directives.

Onsite work in Bethesda, with contingent hire status. The ideal candidate has a strong background in executive-level administrative support within federal/military environments, expertise in

Qualifications

• Bachelor’s degree in a related field or equivalent experience.
• 5 years of executive-level administrative and management support in a federal government or military environment.
• Experience managing official correspondence and task-tracking for senior offices.
• Proven ability to interact with high-level officials (SES, Flag Officers, GS-15) and their staffs.

Responsibilities

• Manage the WRNMMC Publications and Issuances Program lifecycle.
• Coordinate reviews with legal, safety, clinical, and administrative stakeholders.
• Maintain current, version-controlled publications repository.
• Develop templates and guidance for WRNMMC publications.
• Provide training and support to directorates on publications and issuances.
• Ensure compliance with DoW, DHA, and WRNMMC guidance.

Skills

Executive support

Publications mgmt

DoW/DHA knowledge

SharePoint

MS Office

Records management

Stakeholder coordination

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

Job description

Job Summary

Artemis is seeking a highly skilled Executive Secretariat Program Manager (Publications & Issuances) to support Hospital Communications and Executive Secretariat Support Services at the Walter Reed National Military Medical Center (WRNMMC). This position serves as the central authority for managing the lifecycle of WRNMMC publications and issuances, ensuring all policies, administrative instructions, and procedural documents are compliant, properly coordinated, and aligned with higher headquarters guidance. The Program Manager plays a critical role in maintaining executive awareness, enabling timely decision-making, and enforcing standardized communication practices across WRNMMC directorates.

This role requires a self-starter, proactive problem solver and action-oriented team player with previous experience in executive-level administrative support, correspondence management, or publications program management within a federal or military environment. This position needs an individual that is committed to providing superior service, poised under pressure and has a positive and flexible attitude.

This is a contingent hire position.

Offers will be contingent upon client approval and the ability to meet security requirements.

Onsite work in Bethesda, Maryland will be required.

Primary Responsibilities

• Manage and execute the WRNMMC Publications and Issuances Program within the Executive Secretariat.
• Oversee the full lifecycle of publications, including development, coordination, review, approval, dissemination, periodic review, and cancellation.
• Ensure all publications comply with Department of War (DoW), Defense Health Agency (DHA), and WRNMMC guidance.
• Review all publications for proper format, structure, clarity, and enforceability, and ensure alignment between policies, procedures, and associated forms.
• Return non-compliant or incomplete documents with corrective guidance.
• Coordinate staffing across WRNMMC directorates and stakeholders, and ensure required reviews (e.g., legal, safety, clinical, administrative) are completed.
• Track review cycles and enforce timely updates.
• Maintain the WRNMMC publications repository, ensuring all documents are current, properly version-controlled, and accessible.
• Ensure obsolete or superseded publications are archived or cancelled in accordance with records management policy.
• Develop templates, formatting standards, and guidance for WRNMMC publications.
• Provide training and direct support to directorates in the development and revision of publications and issuances.
• Maintain a centralized tracking system for all publications and issuances.
• Provide status updates, metrics, and trend analysis on publication reviews, overdue actions, and program effectiveness.
• Provide operational support across Executive Secretariat functions, including correspondence management, records management, and forms management, during periods of absence, surge operations, or as directed.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field (or equivalent experience).
• 5 years of demonstrated experience providing executive-level administrative and management support within a federal government or military environment, preferably at a senior executive level.
• Demonstrated experience managing official correspondence and task-tracking systems for a senior-level office.
• Proven experience in an environment requiring interaction with high-level officials (e.g., SES, Flag Officers, GS-15, industry executives) and their staffs.
• Extensive knowledge of the military command structure, missions, and organizational relationships within the DoW.
• In-depth knowledge of pertinent regulations and policies affecting government administration, including DoW/DHA correspondence management (e.g., DoD Manual 5110.04-M) and records management instructions.
• Expert proficiency in the use of office automation systems, including but not limited to Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficient in, or able to become proficient within 30 days in, the government-provided correspondence tracking database and the Executive Secretariat SharePoint portal system.
• Mastery of the English language, including grammar, sentence structure, and punctuation, for the purpose of drafting and editing executive-level documents.
• Superior written communication skills, with a demonstrated ability to draft, edit, and proofread executive-level products (e.g., talking papers, briefs, official responses) that are clear, concise, and require minimal revision.
• Excellent oral communication and interpersonal skills, with the ability to effectively communicate with personnel at all levels and build cooperative working relationships.
• Strong analytical and problem-solving skills, with the ability to evaluate administrative processes, identify issues, gather data, and draw logical conclusions.
• Experience within DoW, DHA, or Military Treatment Facility (MTF) environments preferred.
• Ability to obtain and maintain a public trust clearance (Tier II, non-critical sensitive position).
• Legal authorization to work in the U.S.

Desired Qualifications

• Strong critical thinking, analytical and time management skills.
• Proven ability to organize, prioritize and work well with others.
• Ability to communicate thoughts, ideas and solutions logically both written and orally.
• Ability to stay calm under pressure and in a fast-paced environment.
• Ability to receive feedback from clients and implement changes quickly and effectively.
• Ability to get up to speed quickly on complex issues.
• Desire to work in a fast-paced, rapidly evolving environment.

About Aptive

About Aptive. Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. Founded: 2012. Employees: 300+ nationwide.

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class. Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply. About Aptive: Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. Founded: 2012. Employees: 300+ nationwide.