Action Officer / Executive Secretariat

Job Title: Executive Secretariat
Supported Client/Agency: Office of the Under Secretary of Defense for Intelligence & Security (OUSD(I&S))
Description
The ideal candidate will have substantial administrative and managerial experience providing direct executive secretariat and special projects support to senior-level Department of Defense (DoD) executives. Operating in a fast-paced, high-visibility environment, the Executive Secretariat will provide essential, rapid-response support to the OUSD(I&S). This critical role facilitates flawless correspondence control, dynamic tasking and tracking management, meticulous records management, and complex executive travel. The candidate will navigate quick turnarounds and short timelines to enable the strategic objectives and daily operations of the Under Secretary of Defense for Intelligence & Security, ensuring seamless coordination across the highest levels of the US Government.
Mission
To maintain and enhance the OUSD(I&S)’s administrative and operational capabilities in a zero-defect, high-tempo environment. This role ensures the efficient flow of critical information, rigorous management of records, and flawless execution of executive protocols and special projects under tight deadlines. The Executive Secretariat delivers masterful administrative support with impacts spanning internal and external stakeholders, directly encompassing the Secretary of Defense, Deputy Secretary of Defense, OSD Components, Joint Staff, Combatant Commands, Executive Branch Agencies, Congress, and the public.
Clearance Level Required: Top Secret / SCI
JOB DESCRIPTION AND RESPONSIBILITIES:

• Manage high-level correspondence control and training, ensuring strict compliance with DoD manuals, Instructions, and Administrative Instructions while adapting to rapidly shifting leadership priorities.
• Provide vital secondary and supplemental editorial services on all Enterprise Administration & Management (EA&M) correspondence daily, ensuring zero-defect packaging for senior executive review.
• Utilize the OUSD(I&S) tasking management system (e.g., CATMS) to analyze, distribute, track, and report on the status of highly sensitive staff actions, ensuring aggressive follow-up on overdue actions to meet critical suspense dates.
• Support the planning, development, and maintenance of a paperless and physical records management system compliant with Administrative Instruction 15 (AI 15) across multiple networking levels (NIPRnet, SIPRnet, and JWICS).
• Track and manage highly visible security reviews, Privacy Act requirements, Freedom of Information Act (FOIA) taskings, and GAO/IG audits, providing leadership with accurate, regular status reports.
• Plan, organize, and facilitate high-profile outreach and protocol events for senior-level DoD and political executives, requiring meticulous research and execution.
• Prepare complex, rapid-turnaround executive travel requirements using the Defense Travel System (DTS) and manual processes. This includes coordinating passport and visa applications, White House and Agency correspondence, and executing local embassy runs under short timelines.
• Provide agile physical coverage and administrative cross-support to the USD(I&S) Front Office, ensuring continuity of operations during periods of surge requirements or impacted manning.

• Master expertise in executive office management, strategic planning, and flexible problem-solving within a high-pressure, fast-paced environment.
• Exceptional agility in addressing competing priorities, shifting deadlines, and rapid-fire taskings without sacrificing attention to detail.
• Advanced editing, proofing, and revising skills tailored for executive-level correspondence destined for Cabinet-level or Congressional audiences.
• Deep understanding of DoD protocol, etiquette, and high-level engagements with senior political and military leadership.
• Proven ability to execute complex executive travel itineraries, premium travel, and diplomatic coordination under short timelines.
• Familiarity with National Archives and Records Administration (NARA) standards and multi-network (NIPR, SIPR, JWICS) electronic archival systems.

• Education: Bachelor’s Degree in Business Administration, Management, Communications, or a related field (Preferred).
• Experience: Substantial demonstrated experience in executive support, front office operations, and correspondence management within the DoD or Intelligence Community, specifically supporting Flag Officers or Senior Executive Service (SES) personnel.
• Clearance: Active Top Secret / SCI clearance required.
• Location: Primarily on-site at the Government facility (Pentagon or Mark Center), with occasional local travel for embassy runs or special executive events.

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