Senior Program Operations & Coordination Specialist (req-323)

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

• 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.

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.

Benefits

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
• Dental Insurance
• Vision Insurance
• 401(k) Plan (Traditional and ROTH)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off
• 11 Federal Holidays
• Parental Leave
• Commuter Benefits
• 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 [email protected]