Operations Admin - NGB

Venesco,-LLC-; Washington (District of Columbia); On-site; USD 65,000 - 90,000; Full time

Job summary

Venesco, LLC, is seeking an Operations Admin to support a federal government contract at the Pentagon. US Citizenship and Top Secret clearance is required.

You will work directly with the client and front-office teams to draft MSRs, review travel in DTS, and manage calendars and correspondence in a fast-paced, secure environment. The role includes administrative support, calendar coordination, visitor processing, records management, and liaison with security/IT to schedule secure meetings,

Qualifications

• Top Secret Clearance required.
• US citizenship required.
• Experience with government contracting firms supporting the Federal government.
• Maintain confidentiality of sensitive information.
• Excellent verbal, written, and interpersonal communication skills.
• Proficient in Microsoft Office and Adobe Acrobat.

Responsibilities

• Draft and deliver Monthly Status Reports (MSR) to the COR within the required timelines, establishing baseline formats.
• Provide administrative review support for the Defense Travel System (DTS) for CNGB/VCNGB front offices per security requirements.
• Review CNGB/VCNGB travel requests and itineraries for Joint Travel Regulations (JTR) compliance; notify travelers of revisions within 1 day.
• Advisory/administrative support only for CNGB/VCNGB; no execution of travel authorizations or vouchers.
• Maintain real-time CNGB/VCNGB calendars; draft recommended actions to accept, regret, or hold invitations.
• Identify scheduling conflicts and coordinate alternative options; communicate changes to attendees via appropriate channels.
• Follow SOPs for engagements with NFEs and official federal engagement requests.
• Identify external governance requirements and coordinate related meetings with OPRs and governance offices.
• Schedule secure communications entries (SVTC, classified meetings) and coordinate with security/IT five business days prior.
• Update and reconcile CNGB/VCNGB calendars daily as changes occur.
• Publish daily calendar previews for leadership before close of business each day.
• Distribute relevant correspondence and documents for scheduled meetings; coordinate read-ahead materials with OPRs.
• Provide administrative front office support including printing/packaging meeting materials on request.
• Handle front office inquiries via phone and email for meeting coordination.
• Process visitor management and facility coordination in CNGB suites per SOPs, coordinating with PFPA and NGB/J2.

Skills

Administrative support

Calendar management

Communication skills

Attention to detail

Tools

Microsoft Word

Microsoft Excel

Outlook

Adobe Acrobat

Job description

Description

Venesco, LLC., is seeking an Operations Admin to assist on a contract with a federal government client at the Pentagon.

US Citizenship and Top Secret is required for this position.

The successful candidate will work directly with the Client and support team members to:

• Monthly Status Report (MSR): The Contractor shall draft and deliver an initial MSR to the Contracting Officer's Representative (COR) within three (3) business days of award to establish the report format and baseline. Thereafter, the Contractor shall deliver a recurring MSR to the COR no later than five (5) calendar days after the first day of each following month (Deliverable #16). The MSR shall describe the activities, tasks completed, milestones met, and performance metrics of all contractor personnel assigned to the contract during the reporting period.
• The Contractor shall provide administrative, non-discretionary review support for the Defense Travel System (DTS) for the CNGB and VCNGB front office personnel. The Government will provide necessary local DTS system access and permissions, subject to the contractor personnel meeting all security clearance and training requirements
• The Contractor shall review CNGB/VCNGB travel requests and itineraries to identify potential discrepancies with the Joint Travel Regulations (JTR) and advise the Government travelers to ensure compliance. The contractor shall verify all travel documents have been uploaded into the DTS and notify CNGB and VCNGB front office personnel via email of any revisions required no later than one (1) working day after submission by traveler.
• The Contractor shall act in an advisory and administrative capacity only for the CNGB/VCNGB; under no circumstances shall contractor personnel execute, modify, sign, or submit travel authorizations or vouchers on behalf of a government traveler.
• The Contractor shall provide high-level administrative and coordination support for the active, real-time management of the calendar of the CNGB and VCNGB. The Contractor shall review all incoming calendar invitations within two (2) hours of receipt during core operating hours and draft recommended actions to accept, regret, or hold invitations as tentative for Government review and final approval.
• The Contractor shall identify potential CNGB/VCNGB scheduling conflicts, proactively draft alternative scheduling options, and coordinate with the respective staff teams to resolve conflicts within two (2) hours of identification. The Contractor shall notify meeting attendees of scheduling changes utilizing the most appropriate communication channel based on urgency and standard office protocols.
• The Contractor shall adhere to established standard operating procedures (SOPs) for all engagements involving non-federal entities (NFEs) and official federal engagement requests
• The Contractor shall identify external governance requirements, ensure they are reflected on the master calendars, and coordinate associated preparation and debriefing meetings in liaison with the Joint Action Control Office. The Contractor shall coordinate the scheduling of internal governance meetings with the appropriate Offices of Primary Responsibility (OPRs) and facilitate the scheduling of all associated preparatory sessions.
• The Contractor shall identify CNGB/VCNGB meeting entries requiring secure communications (e.g., Secure Video Teleconferencing [SVTC], classified telecons, or classified meeting spaces), and coordinate scheduling and line verification with security/IT personnel at least five (5) business days prior to the scheduled meeting.
• The Contractor shall update, deconflict, and reconcile the CNGB and VCNGB calendars consistently throughout each workday in real-time as changes occur.
• The Contractor shall compile and publish a daily calendar preview for the following business day to the CNGB, VCNGB, and their front office leadership teams prior to the close out meeting each day. (Deliverable #17).
• The Contractor shall track, organize, and distribute relevant correspondence and documentation received that is required for scheduled meetings to the CNGB, VCNGB, and their staff teams.
• The Contractor shall proactively identify meetings requiring read-ahead materials and coordinate with the appropriate OPRs to secure and compile the necessary materials within the established timeline.
• The Contractor shall provide administrative support to the CNGB and VCNGB front offices, to include printing and compiling hard-copy packets of prepared meeting materials for attendees when requested.
• Administrative Front Office Operations: The Contractor must respond to telephonic inquiries and manage front office email inboxes for meeting and engagement coordination.
• Visitor Management and Facility Coordination: The Contractor must execute established SOPs for welcoming and processing visitors related to CNGB and VCNGB calendar engagements in suite 2E630 and 2E639 (CNGB Conference Room). This function shall be performed in close coordination with the Pentagon Force Protection Agency (PFPA) and the NGB Directorate of Intelligence/Security (NGB/J2) as required.
• Records and Correspondence Management: The Contractor must receive, organize, index, and file physical and electronic correspondence, reports, and official records in strict accordance with the NGB Executive Secretariat Records Management requirements.
• orrespondence Review and Quality Control: The Contractor must review outgoing correspondence related to meeting and engagement requests for format and grammar, and recommend edits to ensure alignment with SOPs, CNGB and VCNGB templates, and published NGB Executive Secretariat requirements prior to final Government approval.

Venesco, LLC, is an equal opportunity and affirmative action employer. Venesco is committed to administering all employment and personnel actions on the basis of merit and free of discrimination based on race, ethnicity, religious affiliation, gender, gender identity or expression, sexual orientation, national origin, protected veteran status, or status as an individual with a disability. Consistent with this commitment, we are dedicated to the employment and advancement of qualified minorities, women, individuals with disabilities, protected veterans, persons of all ethnic backgrounds and religions according to their abilities.

For more information on Venesco, LLC., visit https://venesco.com.

Requirements

• Top Secret Clearance
• Experience with prioritizing and executing tasks in a high-pressure environment.
• Experience with government contracting firms supporting the Federal government.
• Ability to maintain confidentiality of sensitive information within and external to Venesco, LLC., using own judgment.
• Exceptional analytical, conceptual, and problem-solving abilities.
• Ability to quickly develop understanding of the organization’s goals and objectives.
• Able to prioritize and execute tasks in a high-pressure environment.
• Excellent verbal, written, and interpersonal communication skills.
• Exceptionally self-motivated, directed, and detail oriented.
• Proficient in Microsoft Office (word, Excel, Outlook) and Adobe Acrobat.