Executive Support Specialist

Job Title:
Executive Operations Specialist
Location:
Dayton, OH

Employment Type:

Full-Time
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:

• 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…