Position Overview
We are seeking a mature, thoroughly organized, and reliable Executive Action Officer & SharePoint Administrator to support the Department of War (DoW) Chief Information Officer (CIO).
This is a highly visible role requiring absolute professionalism, exceptional attention to detail, and a steady administrative hand. Working in an executive environment, you will be responsible for the flawless execution of administrative processes, calendar management, and tracking mechanisms that keep the leadership team moving forward. Additionally, you will serve as the primary custodian of organizational knowledge, managing the structure, access, and compliance of the office’s SharePoint records system.
Location: Alexandria, VA (Client Site at Pentagon and Mark Center with limited telework)
Clearance: Active TS/SCI Required
Day-to-Day Responsibilities
- Task Management & Flow: Operate CATMS (or similar task management systems) with high precision to route, track, document, and close formal corporate and government actions.
- SharePoint Administration: Serve as the site owner and manager for office SharePoint collaboration areas; ensure file structures are neat, access control is maintained, and records comply with federal documentation protocols.
- Calendar & Schedule Coordination: Manage complex organizational calendars, prioritize scheduling requests, and coordinate logistics to optimize leadership availability and focus.
- Meeting & Forum Support: Coordinate the scheduling, material distribution, facility tracking, and stakeholder communications required for working groups, governance forums, and strategic meetings.
- Documentation & Compliance: Review, file, and maintain essential organizational records and personnel tracking sheets to verify strict compliance with internal operating procedures.
- Administrative Continuous Improvement: Routinely assess office workflows and recommend methodical administrative adjustments to improve operational efficiency and reliability.
Required Qualifications
- Security Clearance: Must possess an active, verified Top Secret / SCI (TS/SCI) clearance.
- Professional Experience: 12+ years of administrative support, executive assistance, document control, task management, or project tracking experience in a government or defense environment.
- Education: Master’s degree in Business Administration, Public Administration, Information Technology, Government, or a related field. An additional two years of directly applicable administrative or operations experience in a defense environment will be accepted in lieu of the degree.
- System Tracking Proficiency: Direct, recent experience operating CATMS (or an equivalent enterprise task routing system) and navigating high-level tracking workflows.
- Information Organization: Solid, hands-on experience configuring and administering SharePoint portals for file structures, document control, and team access.
- Professionalism: Demonstrated history of working closely with senior leadership, maintaining discretion, and representing an office with maturity and composure.
Preferred Qualifications
- Prior experience supporting an Office of the Secretary of War (OSW)-level organization or a military service headquarters staff.
- Familiarity with Department of War military command structures, protocols, and standard administrative guidelines.
- Strong proofreading and document formatting skills to verify that corporate communications meet executive standards before submission.