Job Description

Position Summary

The Program Manager (PM) serves as the primary operational and administrative integrator for the CEO, providing direct support across a diverse set of mission-critical activities. This role ensures the CEO’s daily priorities, operational lines of effort, and organizational requirements are executed with precision, discretion, and efficiency.

This position requires exceptional reliability, strong professional judgment, and the ability to operate in high-pressure, time-sensitive environments. The PM must be capable of managing sensitive information, deescalating issues, and engaging confidently with Directors, Program Managers, external partners, and government officials.

This position frequently requires after-hours availability and an “always-on” posture to support urgent executive requirements.

Key Responsibilities

Executive Administrative Support

• Manage executive calendars, high-priority communications, meeting logistics, travel arrangements, and sensitive scheduling requirements.
• Prepare executive-level briefings, presentations, correspondence, decision packets, and meeting agendas.
• Screen and prioritize incoming communications, ensuring timely response and appropriate routing.
• Maintain organized digital records, files, compliance documentation, and mission-critical materials.

Advanced Analytical & Data Initiative Support

• Lead enterprise data initiatives by developing, optimizing, and maintaining advanced analytical models, dashboards, and visualization tools that deliver actionable insights and support mission performance.
• Manage full lifecycle analytical projects—data collection, validation, interpretation, reporting, and implementation—ensuring results directly inform executive decision-making.

Financial, Budget & Procurement Analysis

• Oversee budget and contract analytics through financial modeling, variance analysis, and performance tracking to assess spending efficiency, obligation rates, and program execution.
• Review procurement documentation (task orders, funding requests, contract modifications, interagency agreements) to ensure compliance, fiscal integrity, and alignment with executive and program goals.

Operational Coordination & Program Support

• Coordinate across internal teams, contractors, and interagency partners to optimize data sharing, maintain information accuracy, and ensure alignment on program deliverables.
• Track program milestones, project timelines, and strategic initiatives to ensure executive visibility and prompt action where required.
• Support executives during high-priority meetings, interagency engagements, and mission-focused activities by compiling materials, capturing decisions, and managing follow-up actions.

Communication & Stakeholder Engagement

• Draft, edit, and prepare polished executive correspondence, memos, policy summaries, and action items.
• Serve as a professional liaison between executive leadership and internal/external partners, ensuring consistent, accurate information flow.
• Support executive participation in boards, committees, interagency groups, and program reviews by preparing materials and synthesizing discussion outcomes.

Team Leadership & Analytical Mentorship

• Provide guidance to junior analysts by establishing analytical standards, promoting methodological consistency, and supporting the development of high-quality deliverables.
• Foster a culture of continuous improvement by encouraging innovation, data accuracy, and best practices across analytical workflows.

Required Qualifications

• 3–5+ years of experience as an Executive Assistant, Analyst, Program Coordinator, or similar role.
• Solid understanding of financial analysis, budgeting, procurement processes, and contract documentation.
• Excellent written and verbal communication skills with the ability to prepare high-quality executive documentation.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Proficiency with productivity suites (Microsoft 365, Google Workspace) and analytical tools (Power BI, Tableau, Excel, etc.).
• Must possess an active Secret (or TS/SCI) security clearance or be eligible to obtain one.

Preferred Qualifications

• Experience working in government, public-sector programs, aviation, emergency management, defense, or complex operational environments.
• Familiarity with procurement regulations, interagency agreements, or contract management processes.
• Experience mentoring junior staff or managing small analytical teams.
• Project management or data analytics certifications (PMP, CAP, Tableau, Power BI, etc.).
• This position does not offer relocation assistance; local candidates are preferred.

Core Competencies

• Executive-level communication and professionalism
• Advanced analytical and problem-solving capabilities
• Strategic thinking and operational awareness
• High discretion and confidentiality
• Strong relationship management and collaboration skills
• Ability to perform under pressure and adapt to rapidly changing priorities

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