Pentagon Onsite: Senior Program Operations & Coordination

Cathexis; Washington (District of Columbia); On-site; USD 120,000 - 140,000; Full time

Benefits offered by this job

Performance Bonuses

Medical Insurance

Dental Insurance

Vision Insurance

401(k) Plan (Traditional and ROTH)

Life Insurance (Basic, Voluntary & AD&

Paid Time Off

11 Federal Holidays

Parental Leave

Commuter Benefits

Short Term & Long Term Disability

Training & Development

Wellness Program

Community Outreach Initiatives

Job summary

Cathexis seeks a highly organized Senior Program Operations & Coordination Specialist to support the SSC Task Force for the Office of the Under Secretary of War for Personnel and Readiness. This onsite role at the Pentagon manages complex calendars, logistics, and executive communications in a fast-paced setting.

Ideal candidates bring DoD/DoW experience, a senior-level coordination background, and strong MS Office/SharePoint skills.

Qualifications

• Active Secret DoW Clearance.
• Bachelor's degree in a related field or equivalent professional experience.
• Minimum of 5 years of administrative support experience, including at least 3 years directly supporting executive-level Federal Government or military leadership, including SES-level officials.
• Experience participating in senior-level meetings, providing status updates, capturing decisions, documenting meeting notes, and tracking action items.
• Experience preparing program status reports, tracking deliverables, and communicating progress and priorities to executive leadership.
• Experience reviewing and performing quality control on executive correspondence, briefings, reports, presentations, and other senior leadership materials.
• Demonstrated ability to manage complex calendars, schedules, meetings, and travel coordination for multiple personnel while balancing competing priorities.
• Excellent organizational, written, and verbal communication skills, with strong attention to detail, discretion, and proficiency in Microsoft Office, Outlook, Teams, and SharePoint.

Responsibilities

• Serve as the primary program operations and administrative coordination point for the SSC Task Force, supporting daily activities and ensuring effective communication across Government leadership, program management, and subject matter experts.
• Coordinate and manage complex calendars, schedules, meetings, and appointments for multiple team members, including Government personnel, program leadership, and subject matter experts.
• Maintain situational awareness of team activities, personnel locations, schedules, travel, site visits, and program priorities, providing leadership with accurate and timely updates.
• Participate in senior-level meetings, including engagements with SES officials, providing program status updates, capturing meeting notes, documenting decisions, and tracking action items through completion.
• Prepare and maintain program status reports, deliverable trackers, milestone updates, and other operational reporting for executive leadership.
• Review, format, and perform quality control on executive correspondence, briefings, presentations, reports, memoranda, and other official documents to ensure accuracy, consistency, and professional standards.
• Coordinate meeting logistics, agendas, read-ahead materials, conference rooms, visitor access, and follow-up activities for senior leadership engagements.
• Coordinate travel arrangements, itineraries, site visits, and logistical requirements for program personnel, ensuring schedules and activities remain aligned.
• Monitor taskers, deadlines, deliverables, and outstanding actions, proactively identifying scheduling conflicts, potential delays, and items requiring leadership attention.
• Support onboarding and in-processing of new team members, including coordinating security access, badging, equipment, system accounts, and orientation activities.
• Maintain organized program documentation, meeting records, correspondence, schedules, and shared resources using SharePoint and other approved collaboration tools.
• Support Government correspondence, task-management systems, policy-related documentation, and administrative processes as needed, including limited CATMS activities, issuances, and records requests.
• Coordinate with Government stakeholders, contractors, and external organizations to facilitate communication, information sharing, and execution of program activities.

Skills

Calendar management

Executive support

Communication

Organizational skills

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Teams

SharePoint

Job description

Cathexis seeks a highly organized Senior Program Operations & Coordination Specialist to support the SSC Task Force for the Office of the Under Secretary of War for Personnel and Readiness. This onsite role at the Pentagon manages complex calendars, logistics, and executive communications in a fast-paced setting.

Ideal candidates bring DoD/DoW experience, a senior-level coordination background, and strong MS Office/SharePoint skills.