Business Operations Administrative Specialist

Description

Vistra is looking for an organized and methodical administrative professional who actively anticipates challenges, analyzes complex situations, and develops effective, actionable solutions. Expert communicator who engages various stakeholders and leaders with clarity, fostering strategic alignment and relaying vital information through all tiers of an organization. Demonstrated record of innovating processes to enhance productivity and maintain deadlines. Anticipates and embraces change, driving adaptability within teams to navigate complex challenges and evolving environments. Seasoned self-starter who works independently and with senior executives to maintain effectiveness while managing multiple efforts. Expert in efficiency, process improvement and organizational redevelopment.

Responsibilities include:

• Serve an advisor and technical consultant to a SES, responsible for managing and deconflicting the operational schedules of the Executive Staff. Maintains authority over appointments, executive priorities, and commitments on behalf of the Executive Staff.
• Act as the Executive Staff's strategic liaison with internal departments and other stakeholders, ensuring seamless communication and alignment across organizations.
• Oversee day-to-day executive office operations and task management/correspondence on various program topics, ensuring priority actions and those of particular interest are properly executed throughout the organization.
• Principal point of contact for the office's executive functions.
• Ensure the Executive Staff is prepared for each meeting with necessary read-ahead materials and talking points. Prepare meeting spaces (physical and virtual) before Executives arrive for seamless operation. Capture post-meeting follow-ups to ensure operational continuity and impact.
• Act as the Executive Staff's strategic liaison with internal departments and other stakeholders, ensuring seamless communication and alignment across organizations.
• Leverage strong communication and liaison skills to establish a high level of trust with senior level management and government personnel.
• Use sound judgement to manage, advise on, and deconflict competing organizational priorities and engagements.
• Anticipate operational needs, resolve issues independently, and implement efficiency solutions to support executive objectives and corporate outcomes.
• Handle all sensitive matters with discretion, maintaining strict confidentiality.

Requirements

• Minimum 5+ years previous administrative or office management experience within the DoW, VA, or other Federal agency

• Strong organizational and time-management skills

• Ability to draft clear and concise written products with high attention to detail (e.g., progress reports, action memoranda, stakeholder emails)

• Excellent communication and interpersonal abilities

• Ability to organize, track, and coordinate multiple requirements simultaneously, reprioritizing based on understanding of client and stakeholder demands

• Expert Proficiency in Microsoft Office software

• Active or expired Public Trust or any security clearance is required.

Additional preferred qualifications include:

• Previous DoW administrative or office management experience
• Experience preparing DoW correspondence package components (e.g., memos, action memos)
• Understanding of the DoW systems: CATMS/TMT/eSSS (Task Management), DTS (Defense Travel System Coordination)
• Experience working in a military environment or with military personnel
• Experience working with high-ranking senior leaders, executives, and political appointees