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.

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

• 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

• 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

• 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

• Participate in meetings and engagements to gain insight into interactions across programs, partners, and…