Executive Support Specialist

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 Respect, Engagement, Customer Service, Integrity, Teamwork, and Excellence in everything we do for our employees, clients, 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 dynamic Executive Support Specialist to join our team.  The Executive Support Specialist will provide administrative and analytical support to the executive-level leadership within OUSD Offices. This individual will be responsible for a range of administrative tasks, assisting a variety of teams. This role demands exceptional attention to detail, outstanding organizational skills, and the ability to manage multiple priorities in a dynamic, fast-paced environment. Additionally, it requires proven experience providing support to high-ranking senior executives (equivalent to 3-4 star civilian leaders). This position is essential to the smooth functioning of the front office. 

 The work location of this position will be daily at the Pentagon.

*We are building a talent pipeline of qualified candidates in anticipation of future opportunities. As we await the awarding of government contracts, we encourage interested individuals to apply. Once contracts are secured, we will reach out to potential candidates to discuss next steps.

Responsibilities: 

Executive Support

• Manage and deconflict complex calendars for SES-level executives (1-star to 3-star), ensuring priority meetings and deadlines are met
• Draft, edit, and proofread executive-level correspondence, talking points, and internal memos with exceptional attention to detail
• Coordinate SES timecard reporting through government systems and provide high-level administrative tracking and follow-up

Meeting & Event Management

• Set up, open, and prepare high-level conference rooms daily for VIP engagements
• Prepare briefing materials, Read-Ahead (RAH) documents, and professional name tents
• Liaise with JSP VIP support and OUSD P&R ITM for executive IT/AV requirements including VTC, SIPR, Teams, and Zoom
• Coordinate and escort high-level visitors, ensuring all security and access protocols are followed

Document & Information Management

• Retrieve, collate, reformat, and distribute briefing materials, PowerPoints, Excel spreadsheets, and other sensitive documents for senior leadership
• Maintain filing systems (digital and hardcopy) and ensure prompt, accurate documentation delivery for time-sensitive meetings and briefings
• Assemble and maintain binders and information packets for recurring and ad-hoc meetings

Front Office & Task Coordination

• Serve as a key point of contact for senior leadership, Military Assistants, and internal/external stakeholders
• Professionally answer and screen phone calls, take detailed messages, and provide accurate information to staff and visitors
• Track and prioritize incoming taskers, monitor deadlines, and support interdepartmental coordination for timely completion

Top Secret Control Officer Duties

• Manage the secure handling, logging, and distribution of Top Secret documents within SCIF environments
• Maintain visitor logs and coordinate clearance verifications
• Support onboarding/offboarding documentation, including read-ons and debriefs for cleared personnel

 Requirements: 

• Active Top Secret Clearance with SCI eligibility is required.
• Bachelor's Degree is highly preferred; four (4) additional years of relevant experience will be considered in lieu of degree will be considered
• Minimum of 3 years of experience providing administrate support to SES Military Office, Government Offices or Federal Agencies
• Experience with DTS and CATMS, TMT, ETMS2, or other similar Government Task Management