Executive Officer SME (Staff Operations Officer – SME)

Location:        Pentagon (Hybrid: Onsite and Telework)

Clearance:      TS/SCI

Education:     MA/MS (or a BA/BS plus an additional 8 years of work experience, 4 of which must be work-related)

Outcomes:

The successful candidate is expected to accomplish the following:

·         Formally track all tasks, to include: assigned by, suspense, status, and comments on all assigned tasks through completion and be prepared to brief upon request.

·         Develop/produce high quality documents/correspondence in support of SAF/OC senior leadership.

·         Develop digital continuity folders and files that include standard operating procedures, workflows and POC lists to accomplish all tasks.

·         Create 2-3 products beyond the client’s requirements that positively impact the client to either increase efficiency, effectiveness, or innovation.

·         Master position tasks within 60 days and exceed requirements within 90 days.

Responsibilities:

The Executive Officer SME (XO) provides critical operational support to the Secretary of the Air Force, Integrated Capabilities Office (SAF/IC) senior leadership.  The XO plays a pivotal role in developing and implementing a comprehensive office management support strategy aligned with the requirements of the SAF/IC senior leadership. This position is responsible for fostering effective communication and coordination with directorates, programs, stakeholders, and activities within and external to SAF/IC, to include:  Department of Air Force stakeholders, DoW offices, Industry partners, FFRDCs, and others, to ensure the successful execution of Senior Executive engagements and activities. The Senior Executive Officer will oversee the planning, and execution of senior leader engagements, leveraging their individual skill in project management, stakeholder analysis, communication planning, knowledge management and administrative skills. Per PWS section 1.3.10.5 Executive Secretariat support, and PWS section 1.3.1.4 Strategy and Engagement Analysis, Planning and Support, specific responsibilities include but are not limited to:     

·         Coordinate SAF/IC senior leader internal and external schedules, engagements, travel, activities, and office operations battle rhythm.

·         Leverage technology to streamline processes and administrative tasks, such as using project management software (e.g., Excel, Microsoft Teams, Word, OneDrive, OneNote, Outlook, PowerPoint, & Project), virtual assistants, and automation tools.

·         Maintain files, records, databases according to departmental policies and procedures.

·         Organize and maintain digital files and records, ensuring easy access and retrieval when needed.

·         Implement cloud-based document sharing and collaboration tools for efficient document management.

·         Update and maintain office procedures to ensure effective and efficient operations.

·         Analyze, evaluate, document, coordinate, and implement various administrative processes and other related matters such as correspondence management, records management, leave administration, communications, organizational changes, changes in delegations etc.

·         Prepare a variety of correspondence and other written material. Keeps abreast of current and proposed policies and procedures, orders, handbooks, etc. Analyzes the effectiveness and efficiency of administrative processes and prepares recommendations for process changes.

·         Review executive level documents for content, grammar/spelling, clarity, syntax, format, before final coordination w/SAF/IC senior leaders (Dir/Dep Dir); targeted audience often most senior levels of DoD/Government.

·         Provide support in DAF and SAF/IC processes, organization development and support for development of engagement plans to effect resourcing support from SAF/IC stakeholders and customers.

·         Adopt the use of government provided Generative AI tools on a day-to-day basis to accelerate research, documentation, analysis, planning, reporting, and problem solving.  Make recommendations on process improvements and practices that improve quality, speed and/or efficiency. 

·         May supervise the work of others and may serve as the contractor Task Team Lead.

Qualifications: The candidate must have the following qualifications:

·         Minimum of fifteen (15) years of work-related experience.

·         Of those years, a minimum of ten (10) years of work-related experience working in support of a DoD component, to include administration, engagement, and planning.

·         Experience working with ETMS2 is required, but if contractor personnel do not have this experience, they must complete ETMS2 and Action Officer (AO) training within 60 calendar days from start of position (or next available class) of start date.

·         Strong organizational and multitasking skills.

·         Experienced working in TEAMS and with  Microsoft Office suite

·         Discretion and ability to handle sensitive information with professionalism.

·         Exceptional communication, both written and verbal with meticulous attention to detail.

·         Excellent interpersonal and customer service skills.

·         Excellent time management skills with a proven ability to meet deadlines.

·         Proficient in coordinating video and audio conference calls and maintaining webpages and databases.

The following qualifications are desired:

·         Experience supporting the Air Force.

·         ETMS2, DTS, and Action Officer trained and experienced.

·         Knowledgeable and skilled at applying Generative AI.

Travel:      No travel expected.