We're seeking an experience business operations specialist who can provide comprehensive front‑office and operational support to senior leadership within a dynamic, fast‑paced government environment. The selected candidate will manage high‑visibility administrative and coordination activities, support organizational change initiatives, and serve as back‑up to the Department Chief of Staff. The role requires exceptional judgment, discretion, adaptability, and the ability to manage competing priorities under tight deadlines.
Responsibilities may include but are not limited to:
Manage department-wide actions by collecting, refining, and consolidating inputs from divisions; review and edit submissions in coordination with senior leadership.
Serve as primary administrator for knowledge management platforms (Jira, Confluence, Hive), including access management and content updates aligned with organizational and leadership requirements.
Coordinate meetings for department leadership with internal and external stakeholders; schedule, organize, and manage logistics, materials, and follow-on actions.
Participate in meetings, capture accurate and detailed notes, and track actions across the department.
Develop and maintain action-tracking systems, consolidating requirements from multiple forums and coordinating with points of contact to facilitate timely completion.
Triage, prioritize, and route incoming requests to ensure timely attention and alignment with leadership priorities.
Handle sensitive, mission-critical, and time-sensitive information with discretion and in accordance with established security protocols.
Manage the department’s cable creation and coordination queue.
Support organizational change management activities, including reorganizations, seating updates, distribution list and access modifications, and organizational chart maintenance.
Plan and execute department-wide events such as all-hands meetings, off-sites, system demonstrations, and team-building activities.
Provide front-office administrative support, including timesheet processing, phone card management, check-in/check-out procedures, distribution list maintenance, and equipment requests.
Facilitate new-hire onboarding by developing and coordinating instructions, assigning tasks, and providing ongoing administrative support.
Identify and implement improvements to operational workflows, documentation, and coordination processes to enhance efficiency and organizational effectiveness.
Serve as back-up to the Department Chief of Staff, including prioritizing and assigning incoming tasks, coordinating front-office activities, and maintaining operational continuity during absences.
