Executive Support Specialist

Job Title: Executive Operations Specialist
Location: Dayton, OH 
Employment Type: Full-Time

Infinite Management Solutions, LLC is a woman and veteran owned business that focuses on delivering results by providing innovative solutions to challenge the status quo. We have over 75 years of combined experience and are dedicated to solving complex business problems. Our staff embody Professionalism, Integrity, and Excellence while achieving each customer's desired outcome. We consistently deliver high quality results on time and in the most cost-effective manner. Our focus on continuous improvement and growth keeps us ahead of competitors. We are professional problem solvers. We improve the world of our customers and help them accelerate change by ensuring effective and flexible operations, streamlining processes, developing customer centric communications, and enabling data-driven decisions.

Position Summary
The Executive Operations Specialist serves as a trusted partner to executive leadership, providing executive communications management, priority coordination, operational support, and stakeholder engagement in a fast-paced government environment.
This role works independently to manage competing priorities, coordinate executive actions, track key commitments, and ensure the timely flow of information across stakeholders. The Specialist enables leadership to focus on strategic priorities by anticipating needs, facilitating follow-through, and supporting organizational effectiveness. Further duties and responsibilities include, but are not limited to:

Key Responsibilities (List not all inclusive):

Executive Operations & Leadership Support

• Serve as a trusted partner to executive leadership by coordinating priorities, initiatives, and follow-through on key actions
• Monitor, organize, and manage executive communications, correspondence, and taskings
• Draft, review, and coordinate responses, briefings, memorandums, and other executive-level communications
• Manage executive calendars, scheduling priorities, meetings, and engagements
• Anticipate executive needs and proactively identify potential conflicts, risks, or support requirements
• Provide regular status updates and ensure leadership remains informed of emerging issues, milestones, and critical decisions
• Maintain confidentiality and exercise sound judgment when handling sensitive information

Program Analysis & Operational Support

• Review and analyze established processes and procedures that generate, record, and track program activities
• Provide actionable recommendations to key stakeholders to evolve, streamline, or improve current practices
• Analyze program transitions and recommend alternative transition mechanisms for consideration
• Maintain comprehensive documentation to support continuity of operations and knowledge transfer
• Organize data effectively and communicate key insights to enable successful program execution and informed leadership decisions
• Identify opportunities to improve efficiency and reduce administrative burden across the organization

Meeting & Action Item Management

• Attend meetings, working groups, conferences, workshops, and executive engagements as directed by leadership
• Capture accurate meeting minutes and document key decisions
• Maintain a centralized log of open and closed action items, including status, owners, and outcomes
• Track action item progress and follow up with responsible stakeholders to ensure timely completion
• Prepare executive summaries, status reports, and decision-support materials
• Ensure commitments and deadlines are tracked and communicated to leadership

Strategic Communications Support

• Develop executive briefings, presentations, talking points, correspondence, and communication products
• Use collected program data and insights to develop recurring strategic communications products for leadership
• Support preparation of materials for internal and external stakeholders
• Ensure materials are accurate, professional, and aligned with Government messaging objectives
• Collaborate with or leverage Technical Writer support as appropriate

Event Planning & Executive Engagement Support (Virtual and In-Person)

• Coordinate planning and execution of executive meetings, conferences, workshops, and stakeholder engagements
• Support venue selection, agenda development, speaker coordination, registration management, and event logistics
• Coordinate audiovisual, technology, and facility requirements to ensure successful event execution
• Provide onsite support, attendee coordination, and issue resolution during events
• Compile post-event documentation, metrics, after-action reports, and lessons learned
• Serve as the primary point of coordination among leadership, stakeholders, vendors, and support teams throughout the event lifecycle

Additional Duties

• Participate in meetings and engagements to gain insight into interactions across programs, partners, and supply chains
• Build and maintain positive working relationships with Government, military, industry, and internal stakeholders
• Perform other related duties as assigned by the Director or Program Lead
• Adhere to all organizational policies, including ethical and behavioral standards

Required Qualifications:

• Bachelor's degree from an accredited institution in business, communications, public administration, organizational leadership, or a related field (preferred), with a minimum of 5 years of experience supporting executives, senior leaders, military leadership, government programs, or similar high-visibility environments; an associate degree or equivalent relevant experience may be considered in lieu of a bachelor's degree.
• Demonstrated experience supporting senior executives, military leaders, or government leadership teams
• Expertise in similar contract/consultant position servicing DOD client (highly preferred)
• Meets U.S. citizenship and work eligibility requirements for federal contractors
• Must be able to obtain and maintain a Department of Defense (DOD) Secret clearance, if required

Skills & Competencies:

• Exceptional written and verbal communication skills
• Excellent organizational skills and attention to detail
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong analytical, critical-thinking, and problem-solving skills
• Proactive self-starter who anticipates needs, exercises sound judgment, and operates independently with minimal supervision
• Ability to maintain confidentiality, discretion, and professionalism when handling sensitive information
• Experience supporting senior leaders and coordinating across diverse stakeholder groups, including Government, military, contractor, and industry partners
• Strong accountability, follow-through, and commitment to mission success
• Familiarity with Department of Defense organizations, military terminology, acronyms, and executive-level operating environments
• Proficient with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other office productivity tools.
• Experience using ServiceNow or similar workflow, action-tracking, or customer relationship management systems (preferred)

Infinite Management Solutions, LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and a 100% woman-owned company. We are an equal opportunity employer and comply with all applicable federal, state, and local laws governing employment practices. All qualified applicants will be considered based on merit and business need. We welcome Veterans and transitioning service members to explore opportunities within our team.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Manual dexterity sufficient to operate a computer keyboard, mouse, and other office equipment
• Visual acuity for close work, such as reading on screens and in print and working on a computer
• Occasional lifting of materials or equipment weighing up to 20 pounds
• Ability to communicate effectively, both verbally and in writing, in a professional office environment
• Sufficient physical ability to move about the workspace to attend meetings, access files, and perform other job-related tasks
• Ability to travel, including occasional overnight travel, to support meetings, conferences, customer engagements, and other mission-related activities as required

This position description reflects IMS's assignment of essential functions; nothing in this job description restricts the Company's latitude to assign or reassign duties and responsibilities to this job at any time.