Office Coordinator; req

Overview

Team CATHEXIS elevates the government contracting experience through rapid response, deep skill, and thoughtful problem-solving and communication. Our core capabilities are our top-tier program and project management, data analytics, and audit services, the backbone of which is our integrated approach to operational excellence.

You will join a team that values respect, engagement, customer service, integrity, teamwork, and excellence in everything we do for employees, clients, partners, and communities. We listen, lead with empathy, uphold high ethical standards, work hard, have fun, and empower employees to create innovative and trusted results.

We are looking for a dynamic Office Coordinator to join our team. The Office Coordinator will provide and synchronize support to the OUSD P&R front office, including the USD, DUSD, Chief of Staff, and Executive Director. This individual will assist a team of Military Assistants (MAs) and the Director of Operations. The role requires exceptional attention to detail, outstanding organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

It also requires proven experience supporting high-ranking senior executives (equivalent to 3-4 star civilian leaders). This position is essential to the smooth functioning of the front office and will be located on-site at the Pentagon daily.

The responsibilities include, but are not limited to:

Executive Support

• Coordinate and synchronize near-term, daily and weekly support requirements to senior leaders, including management of assigned operations, information updates, and inter-department action coordination
• Draft, edit, and proofread executive-level correspondence, talking points, and internal memos with exceptional attention to detail
• Manage and deconflict complex calendars for SES-level executives (1-star to 3-star), ensuring priority meetings and deadlines are met
• Coordinate SES timecard reporting through government systems and provide high-level administrative tracking and follow-up

Meeting & Event Management

• Proof and prepare briefing materials, Read-Ahead (RAH) documents, and other report/documents as required and professional name tents
• Liaise with JSP VIP support and OUSD P&R ITM for executive IT/AV requirements including VTC, SIPR, Teams, and Zoom
• Coordinate and support the setup, opening, and preparation of high-level conference rooms for all engagements
• Coordinate and escort high-level visitors, ensuring all security and access protocols are followed

Document & Information Management

• Retrieve, collate, reformat, and distribute briefing materials, Power Points, Excel spreadsheets, and other sensitive documents for senior leadership
• Maintain filing systems (digital and hardcopy) and ensure prompt, accurate documentation delivery for time-sensitive meetings and briefings
• Assemble and maintain binders and information packets for recurring and ad-hoc meetings

Front Office & Task Coordination

• Serve as an office and assigned requirement point of contact for senior leadership, Military Assistants, and internal/external stakeholders
• Professionally engage with visitors, stakeholders and leaders; answer and screen phone calls, take detailed messages, and provide accurate information to staff and visitors
• Track and prioritize incoming taskers, monitor deadlines, and support interdepartmental coordination for timely completion
• Provide professional proofreading and editing of assigned tasks

Top Secret Control Officer Duties

• Manage the secure handling, logging, and distribution of Top Secret documents within SCIF environments
• Maintain visitor logs and coordinate clearance verifications
• Support onboarding/offboarding documentation, including read-ons and debriefs for cleared personnel

• Active Top Secret Clearance is required
• Bachelor's Degree is highly preferred; four (4) additional years of relevant experience will be considered in lieu of degree
• Minimum of 4 years of relevant work experience with 3 years of experience providing administrative support to SES Military Office, Government Offices, or Federal Agencies
• Familiarity with the structure, culture, and needs of military organizations
• Ability to handle multiple tasks simultaneously and work in a fast-paced environment, including experience using a correspondence and task management system (e.g., CATMS, TMT, or similar DoD system) to track, manage, and respond to official correspondence and action items
• Proficiency in using the system to assign tasks, monitor progress, and ensure timely completion of actions. Strong organizational skills and attention to detail are essential
• Strong communication skills, both verbal and written
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Skilled in managing phone systems and basic office equipment
• Ability to assemble, organize, and maintain high-volume documents and physical files with accuracy

The annual salary range for this role is $110,000 - $120,000.…