Front Office Manager/Chief of Staff

VISTA Technology Services, Inc. (VISTA) is currently seeking an experienced Front Office Manager/Chief of Staff to support our NAVSEA customer, reporting onsite in Washington, DC 5 days a week.

The Front Office Manager/Chief of Staff will provide high-level support to a NAVSEA Front Office and directly support 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.

Responsibilities:

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:

• High School Diploma or GED
• 7 years of experience as a DoD Program Front Office Manager, Executive Assistant, or Chief of Staff
• 3years of experiencemanaging administrative staff and tasks within a DoD/DoN program office
• 3 years of federal acquisition experience supporting DoD/DoW/Navy programs
• 3 years of experience authoring and editing Naval correspondence such as endorsements, memorandums, business letters, and award using the basic naval correspondence formatting
• Experience managing processes such as System Authorization Access Requests (SAAR forms) and managing serialized documents
• Demonstrated expertise in military protocol
• Experience supporting NAVSEA and/or other Navy acquisition programs
• Excellent attention to detail and the ability to conduct quality assurance/quality control on your work as well as others
• Ability to professionally collaborate, interface and communicate with programmatic clients and leadership
• Ability to prioritize deliverables and responsibilities and efficiently manage time
• Ability to successfully identify and resolve/tackleproblems, handle surprises, and be flexible in the ability to adapt to ever-changing requirements
• Exceptional communication skills, both written and verbal
• Advanced level of proficiency using in Microsoft Office 365 (Excel, Word, PowerPoint, and Outlook, SharePoint, and MSTeams)
• Active DoD Secret Clearance

Desired Qualifications:

• Bachelor’s degree
• Experience with submarine Sound Navigation and Ranging (SONAR) hardware, software, and interfaces
• 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), and Enterprise Data Warehouse (EDW)
• Experience using DISS and managing processes such as creating Visit Authorization Requests (VARs) and supporting/coordinating Transfer Into and Exit (TIE)

Salary at VISTA is determined by various factors, including but not limited to location, the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability and organizational requirements. The projected compensation range for this position is $115,000.00 to $145,000.00 (annualized USD). The estimate displayed represents the typical salary range for this position and is just one component of VISTA's total compensation package for employees. We also offer a competitive leave package and a generous benefit plan which includes medical, dental, vision, life and disability insurance, tuition assistance, and an employer matching 401(k) plan.

Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information.

For this position, VISTA will consider only applicants with an active DoD security clearance.

To learn more about VISTA and to apply for this position, please visit our website at www.vistatsi.com.

VISTA is an Equal Opportunity Employer/Disability/Veterans Employer