Business Operations Specialist

Business Operations Specialist

Concurrent Technologies Corporation

Arlington, VA

Minimum Clearance Required: Secret

Clearance Level Must Be Able to Obtain: Secret

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“In a rapidly changing world, preparedness is the key to success. As a part of the CTC Readiness Division, you will collaborate with experts and innovators to provide comprehensive cutting-edge strategies and solutions, innovative training technologies, and state-of-the-art analysis and decision support tools. Our readiness solutions improve safety and occupational health, support emergency response accountability, and ensure the continuity of vital operations. With CTC Readiness Division, you become part of a dedicated team shaping a safer, more secure future. Elevate your readiness posture and make a tangible impact in building a world that's better prepared for tomorrow's uncertainties."

The Business Operations Specialist is responsible for the seamless and efficient strategic, administrative, and operational functioning of the day-to-day office operations in support of the Deputy Assistant Secretary of War for Safety and Occupational Health. This role provides high-level executive partnership, ensures the effective management of office resources, and maintains key business and administrative operations. The Specialist acts as a central point of coordination for all executive activities and plays a vital role in maintaining a productive, secure, and compliant workplace.

Key Responsibilities:

• Strategic and Executive Support: Provide comprehensive executive and administrative support to the Deputy Assistant Secretary and other high-ranking personnel, acting as a primary point of contact and representative in various professional interactions, and managing all administrative details for calendar events and phone calls
• Manage a complex and dynamic calendar, strategically prioritizing engagements, resolving conflicts, and ensuring the executive is prepared for all meetings with necessary briefing materials
• Coordinate and manage special projects, track action items, and facilitate cross-department collaboration to ensure strategic initiatives are advancing
• Prepare, review, and edit confidential correspondence, official communications, presentations, and other documents for internal and external distribution with a high degree of accuracy and executive-level quality.
• Operations and Task Management:
• Oversee and manage the flow of official tasks and correspondence using government-specific tracking systems, ensuring all suspense dates are met, responses are coordinated, and leadership is briefed on pending actions
• Manage the action correspondence tracker to ensure notices to each Director on pending suspense dates are processed in a timely manner and briefed during synchronization meetings
• Assist in the development, refinement, and implementation of office procedures to enhance operational efficiency and alignment with organizational goals
• Serve as the primary liaison for scheduling and engagement matrix updating, controlling the flow of communication to and from the executive
• Oversee records management and ensure compliance with Records Information Management requirements, including managing, organizing, and updating documents on the office's SharePoint and Shared Drive sites
• Assist with the training of Director's records managers to ensure compliance with the appropriate Department of War (DoW) guidelines and enterprise records management.
• Administrative and Logistical Coordination:
• Arrange complex domestic and international travel, including preparing detailed itineraries and processing expense reports
• Organize and coordinate meetings, conferences, and events, including managing logistics, agendas, and technical support
• Prepare and provide hardcopy read ahead materials and other deliverables for high-level meetings in a timely manner
• Manage the secure handling and filing of sensitive and confidential information
• Assuming other duties as assigned

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Basic Qualifications:

• Associate's degree in business administration, management science, organizational leadership, or another related field, plus 6-8 years of experience or a BA/BS degree in related field, plus 4-6 years of experience or a MA/MS degree in related field, plus 2-4.
• Minimum 4 years' relevant experience including policy analysis, task management, and staff coordination in a Defense or other federal headquarters organization.
• Excellent communication, organization, and presentation skills with all levels of staff throughout the DoW.
• Experience facilitating and participating in strategic level technical meetings and gatherings with DoW personnel and technical subject matter experts.
• Experience in providing task management support, to include demonstrated superior writing and briefing skills
• Working understanding of the Pentagon and the Office of Secretary of War roles.
• Attention to detail

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Preferred Qualifications:

• Experience working directly with DoD senior executive leadership within the Pentagon.

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Why CTC?

• Our teams at CTC are passionate and thrive on collaboration in a team environment.
• When we encounter a difficult problem, we have a variety of talented and diverse employees that work together to solve the toughest challenges.
• Competitive salary and benefits package
• Although our work at CTC is extremely important, we also recognize the need for our employees to maintain a proper mix of work and personal life.
• Visit to learn more.

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Join us! CTC offers exceptional career growth, cutting edge technology, educational opportunities, and recognition for quality work.

Staffing Requisition: SR# 2025-0051

“We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, protected veteran status, or any other characteristic protected by law.”