Job Requirements
Navy Yard, DC
Secret Polygraph not specified
Mid Level Career (5+ yrs experience)
$115,000 - $145,000
Job Description
VISTA Technology Services, Inc. (VISTA) is currently seeking an experienced Front Office Manager/Chief of Staff to support our NAVSEA customer, reporting onsite in Washington, DC 5 days a week.
The Front Office Manager/Chief of Staff will provide high-level support to a NAVSEA Front Office and directly support the Program Manager (PM) and Deputy Program Manager (DPM).
The ideal candidate will be a proactive, forward-leaning leader responsible for driving operational excellence and ensuring the seamless execution of the program's objectives. This role requires exceptional judgment, the ability to operate autonomously, and the foresight to anticipate and resolve challenges before they arise.
Responsibilities:
Executive & Operational Support:
Serve as the primary gatekeeper for the PM and DPM, managing complex calendars, prioritizing engagements, and preparing leadership for all commitments
Oversee and execute all administrative functions, ensuring office continuity and managing the flow of official correspondence and actions
Identify, analyze, and resolve operational issues, communicating risks and recommendations directly to program leadership
Strategic Initiatives & Process Improvements:
Develop, implement, and maintain Standard Operating Procedures (SOPs) to optimize office efficiency and best practices
Lead and participate in critical team initiatives, leveraging an extensive network to accomplish objectives swiftly and effectively
Manage the complete lifecycle of personnel support, including the effective onboarding and offboarding of all staff and contractors by coordinating badging, seating, IT assets, and all required system accesses
Systems & Administrative Management:
Expertly manage and maintain essential program systems and platforms
Handle all travel logistics via the Defense Travel System (DTS), including scheduling, authorizations, and expense reporting
Prepare, edit, and manage all forms of Naval correspondence with meticulous attention to detail
Supervise the day-to-day operations and workload of the Executive Assistant
Basic Qualifications:
High School Diploma or GED
7+ years of experience as a DoD Program Front Office Manager, Executive Assistant, or Chief of Staff
3+ years of experience managing administrative staff and tasks within a DoD/DoN program office
3+ years of federal acquisition experience supporting DoD/DoW/Navy programs
3+ years of experience authoring and editing Naval correspondence such as endorsements, memorandums, business letters, and award using the basic naval correspondence formatting
Experience managing processes such as System Authorization Access Requests (SAAR forms) and managing serialized documents
Demonstrated expertise in military protocol
Experience supporting NAVSEA and/or other Navy acquisition programs
Excellent attention to detail and the ability to conduct quality assurance/quality control on your work as well as others
Ability to professionally collaborate, interface and communicate with programmatic clients and leadership
Ability to prioritize deliverables and responsibilities and efficiently manage time
Ability to successfully identify and resolve/tackle problems, handle surprises, and be flexible in the ability to adapt to ever-changing requirements
Exceptional communication skills, both written and verbal
Advanced level of proficiency using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook, SharePoint, and MSTeams)
Active DoD Secret Clearance
Desired Qualifications:
Bachelor’s degree
Experience with submarine Sound Navigation and Ranging (SONAR) hardware, software, and interfaces
Experience Onboarding and Offboarding staff and contractor support onto the program a plus (e.g., supporting badging, seating, asset management and tracking, building accesses, email, and system account creation, etc.)
Technical proficiency using Defense Travel System (DTS), Defense Information System for Security (DISS), and Enterprise Data Warehouse (EDW)
Experience using DISS and managing processes such as creating Visit Authorization Requests (VARs) and supporting/coordinating Transfer Into and Exit (TIE)
Salary at VISTA is determined by various factors, including but not limited to location, the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability and organizational requirements. The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD). The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees. We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan.
Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information.
For this position, VISTA will consider only applicants with an active DoD security clearance.
To learn more about VISTA and to apply for this position, please visit our website at www.vistatsi.com.
VISTA is an Equal Opportunity Employer/Disability/Veterans Employer
The Front Office Manager/Chief of Staff will provide high-level support to a NAVSEA Front Office and directly support the Program Manager (PM) and Deputy Program Manager (DPM).
The ideal candidate will be a proactive, forward-leaning leader responsible for driving operational excellence and ensuring the seamless execution of the program's objectives. This role requires exceptional judgment, the ability to operate autonomously, and the foresight to anticipate and resolve challenges before they arise.
Responsibilities:
Executive & Operational Support:
Serve as the primary gatekeeper for the PM and DPM, managing complex calendars, prioritizing engagements, and preparing leadership for all commitments
Oversee and execute all administrative functions, ensuring office continuity and managing the flow of official correspondence and actions
Identify, analyze, and resolve operational issues, communicating risks and recommendations directly to program leadership
Strategic Initiatives & Process Improvements:
Develop, implement, and maintain Standard Operating Procedures (SOPs) to optimize office efficiency and best practices
Lead and participate in critical team initiatives, leveraging an extensive network to accomplish objectives swiftly and effectively
Manage the complete lifecycle of personnel support, including the effective onboarding and offboarding of all staff and contractors by coordinating badging, seating, IT assets, and all required system accesses
Systems & Administrative Management:
Expertly manage and maintain essential program systems and platforms
Handle all travel logistics via the Defense Travel System (DTS), including scheduling, authorizations, and expense reporting
Prepare, edit, and manage all forms of Naval correspondence with meticulous attention to detail
Supervise the day-to-day operations and workload of the Executive Assistant
Basic Qualifications:
High School Diploma or GED
7+ years of experience as a DoD Program Front Office Manager, Executive Assistant, or Chief of Staff
3+ years of experience managing administrative staff and tasks within a DoD/DoN program office
3+ years of federal acquisition experience supporting DoD/DoW/Navy programs
3+ years of experience authoring and editing Naval correspondence such as endorsements, memorandums, business letters, and award using the basic naval correspondence formatting
Experience managing processes such as System Authorization Access Requests (SAAR forms) and managing serialized documents
Demonstrated expertise in military protocol
Experience supporting NAVSEA and/or other Navy acquisition programs
Excellent attention to detail and the ability to conduct quality assurance/quality control on your work as well as others
Ability to professionally collaborate, interface and communicate with programmatic clients and leadership
Ability to prioritize deliverables and responsibilities and efficiently manage time
Ability to successfully identify and resolve/tackle problems, handle surprises, and be flexible in the ability to adapt to ever-changing requirements
Exceptional communication skills, both written and verbal
Advanced level of proficiency using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook, SharePoint, and MSTeams)
Active DoD Secret Clearance
Desired Qualifications:
Bachelor’s degree
Experience with submarine Sound Navigation and Ranging (SONAR) hardware, software, and interfaces
Experience Onboarding and Offboarding staff and contractor support onto the program a plus (e.g., supporting badging, seating, asset management and tracking, building accesses, email, and system account creation, etc.)
Technical proficiency using Defense Travel System (DTS), Defense Information System for Security (DISS), and Enterprise Data Warehouse (EDW)
Experience using DISS and managing processes such as creating Visit Authorization Requests (VARs) and supporting/coordinating Transfer Into and Exit (TIE)
Salary at VISTA is determined by various factors, including but not limited to location, the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability and organizational requirements. The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD). The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees. We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan.
Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information.
For this position, VISTA will consider only applicants with an active DoD security clearance.
To learn more about VISTA and to apply for this position, please visit our website at www.vistatsi.com.
VISTA is an Equal Opportunity Employer/Disability/Veterans Employer
group id: 10123581