Associate Operations Support Specialist (Operations Coordinator) Full Time NEW

About Our Organization

The Office of the Deputy Assistant Secretary of the Army for Defense Exports and Cooperation (DASA DE&C) manages the Army’s Security Assistance and Armaments Cooperation programs that engage allies and partners across the full spectrum of Army acquisition to achieve force dominance. We lead the U.S. Army Security Assistance Enterprise (ASAE), providing leadership, resource management and policy oversight. We build the capabilities of allies and partners, strengthen relationships with our foreign partners, and strengthen the U.S. industrial base.

Position Overview

As an Associate Operations Support Specialist you will provide foundational organizational and administrative support to the directorate, ensuring the seamless execution of daily activities. This position is responsible for managing the directorate’s operational tempo, including coordinating meetings, tracking internal and external taskers, and handling key logistics such as travel, office supplies, and personnel onboarding. The ideal candidate is a highly organized and proactive professional with experience supporting senior leaders, capable of managing multiple priorities to ensure the directorate is postured for success

Core Duties And Responsibilities

Organizational and Meeting Support

• Provide comprehensive coordination and logistical support for all directorate meetings, including internal sessions, interagency engagements, and meetings with international partners.
• Manage the scheduling of meetings, preparation of conference rooms, and operation of equipment (e.g., VTC, classified/unclassified AV systems) for hybrid and in-person engagements.
• Compile, format, and distribute meeting notes and action items within 24 hours of meeting conclusion, as directed by government personnel.
• Deconflict and synchronize organizational calendars across DASA DE&C and with external stakeholders, identifying potential scheduling issues for government resolution to ensure senior leader availability for critical engagements.
• Serve as a primary point of contact for the directorate, managing correspondence and coordinating visitor access and support as needed.

Task and Information Management

• Serve as the directorate’s lead for tracking all internal and external taskers using the Army Enterprise Task Management Software Solution (ETMS2), providing status updates, reports, and alerts to government personnel to ensure all deadlines are met.
• Prepare and consolidate recurring reports, such as Weekly Activity Reports (WARs) and other status updates, for directorate leadership.
• Manage the directorate’s information repositories (e.g., SharePoint, shared drives), ensuring documents are properly stored, organized, and accessible to the team.

Administrative and Logistical Support

• Coordinate all travel for directorate personnel using the Defense Travel System (DTS), including preparing authorizations and processing vouchers.
• Compile and prepare trip books and read-ahead materials for senior leader travel and key engagements.
• Manage the onboarding and offboarding process for all directorate personnel, including coordinating for accounts, equipment, and access, and maintaining recall and personnel rosters.
• Oversee office logistics, including managing office supply inventory, placing orders, coordinating for IT and facilities support, and ensuring the operational readiness of all office equipment.

Required Experience

Essential Requirements

Security Clearance: Must possess and maintain an active SECRET security clearance.

Education

• A Bachelor’s degree from an accredited university is required. A degree in Business Administration, Management, Communications, or a related field is preferred.

Experience & Skills

• A minimum of 3 years of professional experience in an operational support, executive assistant, or administrative management role.
• Demonstrated experience supporting senior-level military (O-5/O-6) or civilian (GS-14/GS-15) leaders in a fast-paced environment is highly required.
• Experience with the Defense Travel System (DTS) and the Army Enterprise Task Management Software Solution (ETMS2) or similar formal tasking systems is highly preferred.
• Expert-level proficiency with the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and Adobe Acrobat.
• Exceptional organizational, time-management, and multitasking skills with a high degree of attention to detail.
• Excellent written and verbal communication skills, with the ability to professionally interact with senior leaders, U.S. interagency partners, and foreign officials.
• Must be a proactive problem-solver, capable of working independently with minimal supervision on recurring tasks.

Work Environment

Location: Arlington, VA

Travel: Less than 5% travel may be required.

Schedule/Location: This is a full-time, on-site position. No remote work is offered.

Collaboration: The candidate will be expected to work closely with all members of the directorate and serve as a key integration point for administrative and operational matters. Regardless of physical location, all team members are required to maintain a full virtual presence and actively participate in team meetings, discussions, and collaborative efforts via MS Teams, or other collaborative applications as directed during core business hours.

Keyword: Associate Operations Support Specialist (Operations Coordinator)