What are the responsibilities and job description for the Chief of Staff position at Advantech GSE Inc.- WOSB & HUBZONE Professional Services?
Job Title: Chief of Staff
Location: Washington, DC
Seeking an experienced Chief of Staff for 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.
Tasks include: (minimum 7 years' experience, 3 with adequate prerequisites)
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
Minimum 7 years' experience, 3 years with adequate and proven acumen managing people and task and basic â moderate knowledge in NAVSEA operations and submarine Sound Navigation and Ranging (SONAR) hardware, software, and interfaces.
Experience managing processes such as System Authorization Access Requests (SAAR forms), and managing serialized documents.
Demonstrated expertise in military protocol and authoring Naval correspondence
Minimum 3 years of federal acquisition experience supporting DoW/Navy programs
Demonstrated Experience Supporting NAVSEA And/or Other Navy Acquisition Programs
Secret Clearance (active DoD)
Situational Telework Available after 90-day probation period, prior coordination/deconfliction with EA.
Desired Qualifications/Education
High School Diploma or GED required. Bachelor's degree desired
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), Enterprise Data Warehouse (EDW), SharePoint, and Microsoft Teams
Experience managing processes such as creating Visit Authorization Requests (VARs) and supporting/coordinating Transfer Into and Exit (TIE)
Skills And Abilities
Ability to professionally collaborate, interface and communicate with programmatic clients and leadership
Candidate must be forward leaning with the desire to complete tasking and anticipate what comes next and/or how to support in a most robust capacity
Attention to detail and the ability to conduct quality assurance/quality control on their work as well as others
Must enjoy solving/tackling problems, dealing with surprises, and be flexible in their ability to adapt to ever-changing requirements
Ability to prioritize deliverables and responsibilities to use time prudently
Strong knowledge of Microsoft Outlook, Word, PowerPoint, and Excel. Candidate may be asked to demonstrate skills prior to hiring
3 years' experience authoring and editing Naval correspondence such as endorsements, memorandums, business letters, and award using the basic naval correspondence formatting
Location: Washington, DC
Seeking an experienced Chief of Staff for 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.
Tasks include: (minimum 7 years' experience, 3 with adequate prerequisites)
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
Minimum 7 years' experience, 3 years with adequate and proven acumen managing people and task and basic â moderate knowledge in NAVSEA operations and submarine Sound Navigation and Ranging (SONAR) hardware, software, and interfaces.
Experience managing processes such as System Authorization Access Requests (SAAR forms), and managing serialized documents.
Demonstrated expertise in military protocol and authoring Naval correspondence
Minimum 3 years of federal acquisition experience supporting DoW/Navy programs
Demonstrated Experience Supporting NAVSEA And/or Other Navy Acquisition Programs
Secret Clearance (active DoD)
Situational Telework Available after 90-day probation period, prior coordination/deconfliction with EA.
Desired Qualifications/Education
High School Diploma or GED required. Bachelor's degree desired
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), Enterprise Data Warehouse (EDW), SharePoint, and Microsoft Teams
Experience managing processes such as creating Visit Authorization Requests (VARs) and supporting/coordinating Transfer Into and Exit (TIE)
Skills And Abilities
Ability to professionally collaborate, interface and communicate with programmatic clients and leadership
Candidate must be forward leaning with the desire to complete tasking and anticipate what comes next and/or how to support in a most robust capacity
Attention to detail and the ability to conduct quality assurance/quality control on their work as well as others
Must enjoy solving/tackling problems, dealing with surprises, and be flexible in their ability to adapt to ever-changing requirements
Ability to prioritize deliverables and responsibilities to use time prudently
Strong knowledge of Microsoft Outlook, Word, PowerPoint, and Excel. Candidate may be asked to demonstrate skills prior to hiring
3 years' experience authoring and editing Naval correspondence such as endorsements, memorandums, business letters, and award using the basic naval correspondence formatting