Special Assistant

Valid8 Financial, Inc.; Arlington (VA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Full competitive benefits package

401K plan

Life and disability Insurance

Educational assistance

Job summary

Rotunda Solutions in the Washington D.C. area seeks a highly motivated Special Assistant / Project Manager to support Enterprise Frontier AI initiatives for a DoD client.

The role provides administrative coordination, PMO support, and executive communications in a dynamic, multi-stakeholder environment. You will manage calendars, route senior requests, develop briefs and memos, and help build training and community portfolios while aligning with program leadership.

Qualifications

• Bachelor’s degree in a related field.
• 4+ years in administrative coordination or PMO support.
• 2+ years supporting DoD or federal government operations.
• Proven calendar, coordination, and senior-level scheduling experience.
• Excellent written communication for memos and briefs.

Responsibilities

• Administrative routing & coordination for senior leaders.
• PMO calendar management and logistics coordination.
• Workflow tracking of action items and correspondence.
• Develop briefs, executive summaries, and formal memos.
• Support training and community engagement portfolios.

Skills

Calendar management

Executive communication

Stakeholder coordination

PMO coordination

DoD/federal environment experience

Education

Bachelor’s degree in a related field

Tools

DoD admin systems

Job description

Rotunda Solutions is a data strategy, analytics, and systems engineering firm providing expertise on high profile projects. Located in the metropolitan Washington D.C. area, we have created a collaborative environment where our employees enjoy the opportunity to showcase their technical skills on interesting projects, gaining valuable experience and continuously learning alongside top-notch colleagues. For those seeking involvement in the unique and exciting environment of a successful start-up, we have a culture of mentorship and plenty of chances to get involved in internal work. Our deep network of resources enables us to offer the comprehensive benefits of a large company with the camaraderie, opportunities, and perks of a small business. We put employees first!

We are seeking a highly motivated Special Assistant / Project Manager to support Enterprise Frontier AI initiatives for a longstanding Department of War client. This role will provide essential administrative coordination, project tracking, and executive communications support to the organizational PMO and senior technical leadership. The ideal candidate will combine strong organizational acumen and exceptional written communication skills with the ability to manage complex calendars, route senior-level administrative requests, and manage training or community portfolios. Operating effectively in a dynamic, multi-stakeholder environment, this individual will serve as a central coordinator, translating organizational goals into polished briefs and memos, and ensuring the smooth day-to-day operation of the initiative.

Position Responsibilities

Administrative & PMO Management

• Administrative Routing & Coordination: Proactively route and manage administrative requests from various senior leaders within the department, ensuring quick resolution and adherence to organizational processes.
• PMO Calendar Management: Maintain and manage complex calendars for the organizational Project Management Office (PMO), deconflicting critical meetings, scheduling reviews, and coordinating logistics.
• Workflow Optimization: Establish and maintain efficient administrative tracking systems to monitor action items, executive correspondence, and senior leadership requests.

Strategic Communications & Portfolio Management

• Brief & Memo Development: Develop high-quality, comprehensive content for briefs, executive summaries, and formal memos based on organizational goals, mission objectives, and federal policies.
• Training & Community Engagement: Assist with the building, structuring, and ongoing management of the program's training and community engagement portfolio, fostering collaboration across teams and external partners.
• Stakeholder Alignment: Coordinate and facilitate communication between technical teams, program leadership, and senior executive stakeholders to translate complex project statuses into clear operational briefings.

Technical Project Management Support

• Project Execution Support: Support the execution of AI/ML initiatives by tracking milestones, ensuring resource alignment, and facilitating team syncs.
• Risk & Action Tracking: Assist in identifying project dependencies, tracking risks, and executing mitigation strategies to keep PMO initiatives on schedule.

Required Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Communications, Information Technology, Project Management, or a related field.
• 4+ years of professional experience in an administrative coordination, project management support, or special assistant role.
• 2+ years of experience supporting operations within a DoD (Department of War) or federal government environment.
• Proven experience managing calendars, coordination, and schedules within a PMO or senior executive setting.
• Excellent written communication skills, with a demonstrated ability to draft formal memos, briefs, and policy-aligned materials for senior leadership.
• Exceptional interpersonal skills, with the ability to manage competing administrative requests from multiple senior stakeholders diplomatically.

Preferred Qualifications

• Demonstrated experience assisting with training, workforce development, or community engagement portfolios.
• Familiarity with DoD administrative systems, routing protocols, and organizational structures.
• Basic understanding or interest in data science, AI/ML concepts, or technical program structures.
• CAPM (Certified Associate in Project Management), PMP, or equivalent project management training.

Position Type: Full-time

Work Location: On-site in client location in Arlington, VA

Travel: up to 5%

• Time Off: PTO, VTO, Holidays
• Full Competitive Benefits Package
• Pre-tax FSA and HSA
• Life and Disability Insurance
• Educational Assistance
• 401K Plan with 4% Non-elective Employer Contribution
• Performance-based profit sharing
• Opportunities to volunteer and give to charities
• Employee and growth-centered culture of teamwork and shared goals