What are the responsibilities and job description for the Business Operations Specialist position at Vistra Communications?
Description
Vistra is seeking a business operations professional to track office requirements, coordinate DoW correspondence and taskers, and support process standardization and modernization for the Office of Command Climate and Well-Being Integration (OCCWI). This position requires attention to detail, professionalism, and a proactive, forward-leaning approach to process improvement and organizational effectiveness.
While this position is primarily remote, candidates must reside in the National Capital Region. On-site participation and attendance at meetings and events at the Mark Center and elsewhere in the NCR may be periodically necessary.
Responsibilities include:
- Manage recurring executive-level meetings and working groups, including scheduling, agendas, read-ahead, and meeting notes.
- Review documents for clarity and accuracy and create polished, well-structured written materials.
- Develop and innovate processes and digital tools to streamline office operations, enhance productivity, and reduce cross-office siloes.
- Collaborate with team members, senior leaders, and stakeholders to prioritize competing requirements, ensure timely completion of tasks, and support continuous improvement.
Requirements
- Bachelor’s degree and 4-10 years of directly related office experience.
- 2 years of experience in business operations or project management within the DoW, VA, or another Federal Agency.
- Experience organizing, tracking, and coordinating competing requirements and taskers, reprioritizing based on client demand.
- Experience planning and executing large meetings and working groups.
- Experience conducting process improvement, including identifying, defining, and implementing improvements to workflows or operational systems.
- Ability to apply systems thinking to conceptualize operating models and how tools and processes interconnect to support mission requirements.
- Ability to draft and review clear and accurate written products (e.g., status reports, action memos, correspondence, meeting notes and takeaways).
- Ability to work independently and proactively, managing multiple priorities in a fast-paced front office environment.
- Strong executive presence with the ability to lead meetings, built trust, and represent the organization professionally in high-visibility engagements.
- High attention to detail and time-management skills.
- Expert proficiency in MS Office software.
- Public Trust background investigation or higher-level clearance required.
Additional Preferred Qualifications:
- Experience working in a military environment or with military personnel.
- Experience supporting high-ranking senior leaders and executives.
- Experience with DoW administrative duties, office management, or consulting program management operations.
- Experience preparing DoW correspondence package components (e.g., DD-818s, memos).
- Experience developing and managing digital tools for task tracking (e.g., SharePoint, MS Planner).
- Proficiency with DoW’s Correspondence and Task Management System (CATMS).
- Certification in project management (e.g., PMP, Lean Six Sigma, Agile.
About Vistra: Vistra Communications, doing business as Vistra and Vistra Federal Solutions, is a Service-Disabled Veteran-Owned Small Business (SDVOSB) headquartered in Tampa, FL with an office in Alexandria, VA providing professional support serviced to Defense, Federal, and Civilian Agencies. Approximately 25% of our “team member” employees work in the National Capital Region, providing communications, outreach, and organizational transformation services to our public sector customers. Vistra provides medical, dental, and vision benefits, life and disability insurance, employer matching 401(k) retirement plan, Paid Time Off, Parental and Bereavement Leave, and Professional Development, among other benefits.
US Citizenship Required: Due to the requirements of the federal contract that this position supports, U.S. citizenship is required. Citizenship will be confirmed via I-9/E-Verify at the start of employment.