Correspondence Task Manager

Position Summary

The Office & Correspondence Task Manager serves as the critical administrative focal point for two highly active, adjacent divisions: The Enterprise Physical Security Division and the Security Services Division. Supporting a combined workforce of over 75 personnel, this role is essential to maintaining the operational rhythm of both groups. The successful candidate will streamline administrative workflows, manage higher headquarters (HQ) taskings, collate high-visibility operational reports, and ensure all administrative documentation complies with organizational policies.

This role requires a proactive, highly organized professional capable of interfacing with technical portfolio managers and operational teams across complex security environments.

Supported Portfolios & Operational Areas

The Task Manager will support personnel and leadership across the following dynamic areas:

• Enterprise Physical Security: Electronic Security, Physical Security (Pentagon and leased facilities), Mission Applications (police force/operations center software), Command and Control (C2) Platforms, and Contract Management.
• Security Services Division: Maintenance and sustainment of barriers/equipment, Credentialing (Pass Offices), Visitor Management, Security Administration (Comsec, Personnel Security, Information Security), and Security Operations (commercial mail screening, burn bag facility).

Key Responsibilities

Correspondence & Task Management

• Serve as the central hub for receiving, routing, and tracking all correspondence and higher headquarters (HQ) taskings across both EPSD and SSD. *Experience with CATMS is preferred.
• Coordinate, review, and collate inputs from various portfolio managers to compile comprehensive Weekly Activity Reports (WAR) and Significant Activity Reports (SAR) for leadership.
• Coordinate, review, and collate inputs from portfolio managers for Director of Security Integration and Technology (DSIT) bi-weekly briefings to the Agency’s Director.
• Ensure timely submission of deliverables and track action items to closure.

Meeting & Schedule Coordination

• Organize, schedule, and host cross-divisional meetings, portfolio reviews, and syncs.
• Prepare agendas, gather necessary briefing materials from portfolio managers, and distribute meeting minutes and action items.

Training & Administrative Compliance

• Track and process training requirements and records for 75 personnel, ensuring both divisions remain compliant with mandatory training schedules.
• Oversee and maintain all divisional administrative paperwork, ensuring strict alignment with HQ expectations. This includes managing telework agreements, emergency contact rosters, and historical administrative records.

General Office Operations

• Act as the primary administrative liaison between division leadership, portfolio managers, and operational staff.
• Maintain organized digital records, streamline office workflows, and provide proactive administrative support to keep both divisions moving efficiently.
• Records Management liaison: Oversee and maintain all records for control, accountability and disposition in accordance with Office Under Secretary of Defense (OSD) and federal records disposition schedule, approved by the National Archives and Records Administration (NARA).
• Maintain office efficiency: Complete purchase card documents and supply requests to ensure all personnel are equipped with the necessary furniture and materials for an effective and efficient work environment

Required Qualifications & Skills

• Experience: Proven experience in executive administration, task management, or office management, preferably within a government, defense, or high-security environment.
• Organization: Exceptional organizational and time-management skills, with the ability to balance competing priorities across two distinct operational divisions.
• Communication: Strong written and verbal communication skills; ability to accurately synthesize inputs from technical and operational subject matter experts into cohesive reports.
• Technical Proficiency: Highly proficient in standard office software (e.g., Microsoft Office Suite, SharePoint, or equivalent enterprise collaboration tools).
• Compliance: Familiarity with maintaining official records, tracking compliance, and managing standard operating procedures.