Operations Specialist, Chief Security & AI Office

position Summary

The Operations Specialist provides operational and business management support for the Chief Security Office (CSO) and Chief AI Office (CAIO). This role is responsible for maintaining the Business Management System (BMS), coordinating executive operating rhythms, supporting leadership engagements, and ensuring accurate operational reporting. The Operations Specialist manages operational dashboards, task tracking, knowledge management resources, and executive-ready communications while partnering with leadership, program managers, and cross-functional teams to drive execution of organizational priorities.

Key Responsibilities:

• Support the design, maintenance, and execution of the CSO-wide Business Management System (BMS).
• Coordinate Monthly Operations Reviews, leadership meetings, and annual strategic planning activities.
• Prepare executive-ready meeting materials, presentations, briefings, and operational summaries.
• Maintain Operations Dashboards in Smartsheet, ensuring data accuracy and timely reporting.
• Track operational tasks, action items, and short-term deliverables to completion.
• Coordinate leadership engagements and cross-functional stakeholder activities.
• Support travel budget tracking and operational reporting.
• Maintain the Security Highspot site, CSO & CAIO SharePoint site, and other knowledge management resources.
• Manage the CSO & CAIO file repository, ensuring document organization, version control, and accessibility.
• Maintain and update Standard Operating Procedures (SOPs) to ensure currency and compliance.
• Develop and publish operational dashboards, reports, and executive summaries.
• Collaborate with leadership, program managers, and business partners to support operational excellence and execution of priorities.

Basic Qualifications:

• Bachelor’s degree in Business, Management, Operations, or a related field.
• 3+ years of experience in operations, business management, project coordination, or a related role.

Preferred Qualifications:

• Proficiency with Microsoft 365 applications, including Teams, SharePoint, Excel, and PowerPoint.
• Experience using Smartsheet for task management, reporting, or operational dashboards.
• Strong organizational, communication, and task management skills.
• Ability to manage multiple priorities and coordinate across diverse stakeholders.
• Experience supporting executive leadership or business operations.
• Military leadership or operations experience.
• Experience in cybersecurity, enterprise security, AI governance, or technology organizations.
• Familiarity with Power BI or other enterprise reporting and visualization tools.
• Experience with knowledge management, SharePoint administration, and SOP governance.
• Experience developing or improving operational processes and business management practices