Executive Support Specialist (req-181)

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 OUSD P&R front office, including the USD, DUSD, Chief of Staff, and Executive Director. This individual will be responsible for a range of administrative tasks, assisting a team of Military Assistants (MAs) and the Director of Operations. 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. 

 This position will be located on-site at the Pentagon daily. 

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 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 System
• Strong communication skills, both verbal and written
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Skilled in managing phone systems and basic office equipment
• Ability to assemble, organize, and maintain high-volume documents and physical files with accuracy

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 market rates, and promotes your financial security and personal well-being. The annual salary range for this role is $100,000 - $125,000. 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. 

 Benefits:

• 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 opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by 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 [email protected].