Executive Support Specialist at Infinite Management Solutions, LLC – Dayton, Ohio

Job Title: Executive Support Specialist
Location: Dayton, OH
Employment Type: Full-Time

Infinite Management Solutions, LLC is a woman and veteran owned business that focuses on delivering results by providing innovative solutions to challenge the status quo. We have over 75 years of combined experience and are dedicated to solving complex business problems. Our staff embody Professionalism, Integrity, and Excellence while achieving each customer's desired outcome. We consistently deliver high quality results on time and in the most cost effective manner. Our focus on continuous improvement and growth keeps us ahead of competitors. We are professional problem solvers. We improve the world of our customers and help them accelerate change by ensuring effective and flexible operations, streamlining processes, developing customer centric communications, and enabling data-driven decisions.

Position Summary
This role serves as a key organizational and operational support function, providing process analysis, strategic communications support, and end‑to‑end event coordination in a fast‑paced government program environment.
The Specialist will work closely with key stakeholders to analyze current processes, track program actions, support high‑visibility meetings and events, and develop materials that enable informed decision‑making and effective stakeholder communication. Further duties and responsibilities include, but are not limited to:

Key Responsibilities (List not all inclusive):

Program Analysis & Support

• Review and analyze established processes and procedures that generate, record, and track program activities.
• Provide actionable recommendations to key stakeholders to evolve, streamline, or improve current practices.
• Analyze program transitions and recommend alternative transition mechanisms for consideration.
• Maintain comprehensive documentation to support continuity of operations and knowledge transfer.
• Organize data effectively and communicate key insights to enable successful program execution and informed leadership decisions.

Meeting & Action Item Management

• Attend regular meetings, working groups, conferences, and workshops as directed by leadership.
• Capture accurate meeting minutes and document key decisions.
• Maintain a centralized log of open and closed action items, including status, owners, and outcomes.
• Track resolution of closed actions and provide summary reporting as needed.

Strategic Communications Support

• Use collected program data and insights to develop a semiannual strategic communications presentation for leadership.
• Support preparation of briefings, talking points, and presentation materials for internal and external stakeholders.
• Ensure materials are accurate, professional, and aligned with Government messaging objectives.
• Collaborate with or leverage Technical Writer support as appropriate.

Event Planning & Execution (Virtual and In‑Person)
Provide full lifecycle coordination and on‑site support for events, conferences, workshops, and working meetings, including:
Pre‑Event Planning

• Identify and evaluate candidate venues; coordinate contracting of selected venue.
• Develop event agendas in coordination with program leadership.
• Identify and coordinate speakers following leadership approval.
• Manage online and on‑site registration processes.
• Develop event materials and coordinate shipping/logistics to event locations.

On‑Site / Live Event Support

• Oversee room setup and venue readiness.
• Manage registration check‑in and attendee support.
• Coordinate all venue services (A/V, computers, electronics).
• Support tabletop displays and exhibits.
• Provide customer service support to attendees.
• Coordinate photo and video capture as required.
• Facilitate slide presentations in plenary and breakout sessions.
• Confirm final attendee counts and develop attendee demographic summaries.

Post‑Event Activities

• Support teardown and shipment of event materials to storage facilities.
• Compile post‑event documentation, metrics, and lessons learned.

Additional Duties

• Participate in related meetings to gain insight into interactions across the program, partners, and supply chains.
• Perform other related duties as assigned by the Director or Program Lead.
• Adhere to all organizational policies, including ethical and behavioral standards.

Required Qualifications:

• Bachelor’s degree from an accredited institution in business, communications, or a related field (preferred), with minimum of 5 years of experience in program coordination, administrative support, strategic communications, stakeholder engagement, or a similar role; an associate degree or equivalent relevant experience may be considered in lieu of a bachelor’s degree.
• Expertise in similar contract/consultant position servicing DOD client (highly preferred)
• Meets U.S. citizenship and work eligibility requirements for federal contractors
• Must be able to obtain and maintain a Department of Defense (DOD) Secret clearance, if required

Skills & Competencies:

• Exceptional verbal and written communication skills
• Excellent attention to detail
• Strong analytical and problem-solving acumen; ability to anticipate program needs and evolving requirements
• Demonstrated ability to manage multiple priorities and deadlines in a government environment
• Experience supporting meetings, senior level stakeholders, and cross functional teams
• Proven ability to interact professionally with senior leaders, including civilians, military personnel, and contractors
• Ability to maintain confidentiality and exercise discretion
• Proficient with Microsoft Outlook, Word, Excel, PowerPoint, Access
• Experience using ServiceNow CRM (preferred) or similar systems to track workflows, actions, or stakeholder requests

Infinite Management Solutions, LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and a 100% woman-owned company. We are an equal opportunity employer and comply with all applicable federal, state, and local laws governing employment practices. All qualified applicants will be considered based on merit and business need. We welcome Veterans and transitioning service members to explore opportunities within our team.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Manual dexterity sufficient to operate a computer keyboard, mouse, and other office equipment
• Visual acuity for close work, such as reading on screens and in print and working on a computer
• Occasional lifting of materials or equipment weighing up to 20 pounds
• Ability to communicate effectively, both verbally and in writing, in a professional office environment
• Sufficient physical ability to move about the workspace to attend meetings, access files, and perform other job-related tasks

This position description reflects IMS's assignment of essential functions; nothing in this job description restricts the Company's latitude to assign or reassign duties and responsibilities to this job at any time.