Senior Program Operations & Coordination Specialist

CATHEXIS; Arlington (VA); On-site; USD 120,000 - 140,000; Full time

Benefits offered by this job

Performance Bonuses

Medical Insurance

Vision Insurance

401(k) Plan (Traditional and ROTH)

Life Insurance (Basic, Voluntary & AD&

Paid Time Off

Short Term & Long Term Disability

Training & Development

Wellness Program

Community Outreach Initiatives

Job summary

CATHEXIS invites a highly organized Senior Program Operations & Coordination Specialist to join our Pentagon-based team in Arlington, VA. You will coordinate complex schedules, executive communications, and cross-functional activities for a high-visibility SSC Task Force supporting OUSW(P&R).

The role demands exceptional organizational skills, attention to detail, and the ability to navigate a fast-paced government environment while coordinating with senior leaders and SMEs.

Qualifications

• Bachelor's degree in a related field or equivalent professional experience.
• 5+ years of administrative support in military or federal environments, including at least 3 years supporting executive-level DoW leadership (SES).
• Experience participating in senior-level meetings, providing status updates, capturing decisions, and tracking action items.
• Experience preparing program status reports, tracking deliverables, and communicating progress to executive leadership.
• Experience reviewing and performing quality control on executive correspondence, briefings, and other senior leadership materials.
• Demonstrated ability to manage complex calendars, schedules, meetings, and travel for multiple personnel while balancing priorities.
• 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 actions to 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 stay aligned.
• Monitor taskers, deadlines, deliverables, and outstanding actions, proactively identifying conflicts or delays and alerting leadership as needed.
• Support onboarding and in-processing of new team members, including security access, badging, equipment, system accounts, and orientation activities.
• Maintain organized program documentation using SharePoint and other approved tools.
• Support Government correspondence, task-management systems, policy-related documentation, and administrative processes as needed.
• Coordinate with Government stakeholders, contractors, and external organizations to facilitate communication and execution of program activities.

Skills

Organizational skills

Written communication

Verbal communication

Discretion

Microsoft Office

Outlook

Teams

SharePoint

Education

Bachelor's degree or equivalent

Tools

CATMS

Job description

Team CATHEXIS elevates the government contracting experience through rapid response, deep skill, and thoughtful problem-solving and communication. Our core capabilities are our top-tier program and project management, data analytics, and audit services, the backbone of which is our integrated approach to operational excellence.

You worked hard to get to where you are. You strive to make every day better than the day before. So do we. Team CATHEXIS operates with an all-in mindset. We are working together to create a company that supports our shared values and individual goals. Our values are centered around leading with integrity, owning the outcome, growing together, and moving with purpose in everything we do for our employees, customers, partners, and communities. We believe success is best when we listen and lead with empathy; model high standards of ethics to provide a rewarding candidate experience; work hard, have fun, and appreciate the strengths we all bring to the team; and empower our employees to create innovative and trusted results.

We are looking for a highly organized and proactive Senior Program Operations & Coordination Specialist to join our team! This position supports the Senior Service College (SSC) Task Force in its review of military education programs on behalf of the Office of the Under Secretary of War for Personnel and Readiness (OUSW(P&R)).

The ideal candidate will serve as a central point of coordination for a high-visibility program, supporting senior Government leadership, managing complex schedules and logistics, coordinating team activities, and ensuring effective communication and follow-through across multiple priorities. This role requires exceptional organizational skills, attention to detail, professionalism, and the ability to thrive in a fast-paced Pentagon environment.

This position will be onsite daily at the Pentagon, located in Arlington, VA.

Responsibilities

The responsibilities include, but are not limited to:

• 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 Senior Executive Service (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.

Requirements

• Bachelor's degree in a related field or equivalent professional experience.
• Minimum of 5 years of administrative support experience in military or federal agency environments, 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.

Desired Skills

• Experience supporting senior DoW leadership offices, the Pentagon, Joint Staff, or similar high-visibility Government organizations.
• Familiarity with DoW policies, directives, executive correspondence, and Government administrative processes.
• Experience coordinating travel, site visits, and activities involving multidisciplinary Government and contractor teams.
• Familiarity with CATMS or similar Government task-management systems, and military education or professional military education programs.

CATHEXIS offers competitive compensation packages to all eligible employees. Our goal is to provide a compensation package that reflects the value you bring to our team, is competitive with national average market rates, and promotes your financial security and personal well-being. The annual salary range for this role is $120,000 - $140,000. Please note that the salary information provided is a general guideline. CATHEXIS considers various factors in its final offer, including location, qualifications, experience, and skills.

• Performance Bonuses
• Medical Insurance
• Vision Insurance
• 401(k) Plan (Traditional and ROTH)Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off
• Short Term & Long Term Disability
• Training & Development
• Wellness Program
• Community Outreach Initiatives

CATHEXIS is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability EEO IS THE LAW. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact the Recruiting Department [e-mail]