DescriptionRed Gate is seeking a highly organized and detail-oriented
Business Process Analyst to provide executive-level administrative and business operations support to the
Directorate for Business Operations (DBO) Front Office within OUSD(A&S). The successful candidate will directly support the
Executive Director of DBO and the Senior Executive Assistant in managing day-to-day front office operations, executive correspondence, task management, travel coordination, meeting support, and other administrative functions critical to mission execution.
This position requires a motivated professional with exceptional organizational, communication, and analytical skills who can operate effectively in a fast-paced executive environment. The candidate must possess extensive experience with the
Correspondence and Task Management System (CATMS) and be capable of independently managing suspense actions, executive correspondence, and front-office business processes with minimal supervision. The Business Process Analyst will work closely with other DBO Front Office personnel to ensure seamless coverage and continuity of operations.
Key ResponsibilitiesExecutive and Front Office Support- Serve as a key member of the DBO Front Office team supporting the Executive Director and senior leadership.
- Manage daily office operations and administrative functions to ensure efficient execution of front-office activities.
- Coordinate and prioritize executive actions, schedules, meetings, and special projects supporting Directorate leadership.
- Maintain executive calendars and coordinate appointments, meetings, conferences, and senior leader engagements.
Correspondence and Task Management- Manage all incoming and outgoing correspondence utilizing the Correspondence and Task Management System (CATMS).
- Monitor, track, assign, and coordinate suspense actions to ensure timely completion and leadership visibility.
- Review correspondence packages for completeness, accuracy, proper staffing, and compliance with organizational requirements.
- Provide status updates and reporting on tasking actions, executive correspondence, and suspense management.
Official Representation Funds (ORF) Program Management- Manage and provide oversight of the Directorate's Official Representation Funds (ORF) program.
- Track ORF expenditures and maintain supporting documentation in accordance with applicable regulations and guidance.
- Coordinate approvals and ensure accurate reporting of ORF-related activities.
Travel and Personnel Action Coordination- Coordinate official travel arrangements, travel orders, vouchers, and supporting documentation for Directorate personnel.
- Assist with preparation, routing, and tracking of personnel actions and administrative packages.
- Maintain records associated with travel and personnel actions to ensure compliance with organizational policies.
Business Process and Administrative Support- Analyze existing administrative workflows and recommend process improvements to increase efficiency and effectiveness.
- Develop, maintain, and utilize databases, spreadsheets, trackers, and reporting tools to support Directorate operations.
- Collect, organize, and analyze administrative data to support leadership decision-making and reporting requirements.
- Develop metrics and status reports to monitor office performance, task completion, and workflow effectiveness.
Meeting and Conference Support- Plan and coordinate logistics for meetings, conferences, and executive events.
- Prepare meeting materials, agendas, briefing books, read-ahead packages, and executive correspondence.
- Record actions, monitor follow-up activities, and ensure completion of assigned tasks and commitments.
- Coordinate across stakeholders to ensure successful execution of meetings and leadership engagements.
Communications and Customer Service- Serve as a point of contact for internal and external inquiries concerning assigned projects, tasks, and administrative matters.
- Develop and maintain productive working relationships with senior leaders, staff offices, and external stakeholders.
- Provide clear and concise oral and written communications regarding assigned work, analytical findings, recommendations, and status updates.
Document Production and Quality Assurance- Perform editing, formatting, proofreading, and quality review of correspondence, reports, briefings, presentations, and other official documents.
- Ensure products comply with DoD correspondence standards and organizational requirements.
- Apply rigorous attention to detail to ensure accuracy, consistency, and professionalism in all deliverables.
Required Qualifications- Active Secret Security Clearance.
- Minimum of 5 years of experience providing executive administrative, business operations, or front-office support within a federal government or Department of Defense environment.
- Demonstrated proficiency with the Correspondence and Task Management System (CATMS).
- Experience supporting Senior Executive Service (SES), Flag Officer, General Officer, or other senior government leadership.
- Experience coordinating correspondence, executive taskings, suspense management, travel, meetings, and administrative operations.
- Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
- Strong organizational skills with the ability to manage multiple simultaneous priorities in a dynamic environment.
Desired Qualifications- Bachelor's degree in Business Administration, Management, Public Administration, Communications, or related field (or equivalent combination of education and experience).
- Experience supporting OSD, OUSD(A&S), or other headquarters-level DoD organizations.
- Knowledge of OSD correspondence procedures, executive secretariat processes, and administrative protocols.
- Experience managing Official Representation Funds (ORF) programs.
- Familiarity with Defense Travel System (DTS) and other DoD administrative systems.
- Experience developing administrative dashboards, trackers, and process improvement initiatives.
- Lean Six Sigma or other process improvement training/certification.
Knowledge, Skills, and Abilities- Expert knowledge of executive correspondence and suspense management processes.
- Strong analytical and problem-solving skills.
- Ability to anticipate leadership requirements and proactively address administrative challenges.
- Exceptional written and verbal communication skills.
- Ability to exercise sound judgment, discretion, and professionalism when handling sensitive information.
- Strong interpersonal skills and ability to collaborate effectively across organizational boundaries.
- Ability to independently prioritize workload while maintaining exceptional attention to detail.
- Ability to clearly explain assigned tasks, relevant issues, analytical methodologies, and results to leadership and stakeholders.
Expected Performance Outcomes- Maintain timely processing and tracking of all CATMS actions with minimal overdue suspenses.
- Ensure accurate and professional executive correspondence and administrative products.
- Provide seamless administrative support to DBO leadership and front-office personnel.
- Successfully coordinate travel, meetings, personnel actions, and executive engagements.
- Identify and implement process improvements that enhance front-office efficiency and responsiveness.
- Deliver high-quality administrative and analytical support that enables effective leadership decision-making and mission execution.
