Job description

POSITION SUMMARY Kamiwaza Federal is seeking a cleared, highly organized operations professional who combines the discipline of a project or program manager, military action officer, or executive operations lead with strong judgment and concise writing. The successful candidate will make sure commitments are captured, next steps are owned, deadlines are visible, and the company CRM reflects the current state of every material Federal opportunity. This is not primarily a personal administrative-assistant role, nor is it initially the lead salesperson or capture executive. It is an execution and follow-through role that enables Leadership and opportunity owners to spend more time building relationships, shaping solutions, and making decisions while the operating details remain accurate and controlled. PRIMARY OUTCOMES - Every material meeting results in an accurate record of decisions, actions, owners, deadlines, risks, and next steps. - The Federal CRM becomes the trusted system of record for opportunity status, pipeline review, and forecast support. - No customer, partner, proposal, or follow-up milestone is missed because ownership or timing was unclear. - Sensitive Federal opportunity information is handled on a need-to-know basis and shared only through approved systems and appropriately redacted views. - Kamiwaza Federal Leadership receives a concise, current view of priorities, blockers, upcoming decisions, and overdue commitments. KEY RESPONSIBILITIES Executive support, documentation, and follow-through - Attend priority customer, partner, pipeline, proposal, and internal meetings with Federal leaders, taking detailed notes on context, decisions, open questions, action items, owners, and due dates. - Draft and distribute meeting readouts within one business day of leadership approval, and maintain the action and decision log so it stays current. - Track open actions and send follow-ups to owners until items are closed or formally re-baselined, flagging overdue commitments to leadership. - Support proposal development: format and assemble volumes, maintain compliance matrices, track section assignments and deadlines, manage version control, and perform final editing and consistency checks before submission. - Build and refine PowerPoint materials such as customer briefings, capability overviews, demonstration decks, and internal status updates, following Kamiwaza templates and branding. - Capture customer use cases, mission problems, and requirements discussed in meetings, and document them in a standard format for the solutions and delivery teams. - Prepare read-ahead packets and agendas for key meetings, including attendee backgrounds, prior discussion history, and outstanding items. - Compile a weekly leadership brief that summarizes upcoming deadlines, pending decisions, stalled actions, and meeting outcomes from the prior week. - Maintain organized, access-controlled repositories for meeting notes, proposal artifacts, briefing materials, and customer documentation. CRM AND PIPELINE STEWARDSHIP - Create and maintain complete, current Federal account and opportunity records in the company CRM. - Update material interactions and changes within one business day, including stage, owner, value, forecast category or probability, expected decision/close date, acquisition path, partner, next step, next-step date, risks, and links to approved source material. - Run weekly data-quality checks; identify stale records, missing next steps, conflicting values, duplicate opportunities, and unsupported forecast assumptions. - Build practical views and reports that support opportunity reviews, leadership decisions, and finance forecasting without exposing sensitive details beyond the intended audience. OPPORTUNITY AND CAPTURE COORDINATION - Maintain the milestone calendar and opportunity checklist for active pursuits, including RFIs, RFQs, RFPs, question periods, demonstrations, proposal reviews, partner deliverables, approvals, and customer follow-ups. - Coordinate inputs across Federal leadership, technical staff, finance, legal, commercial leadership, and partners; make ownership and due dates explicit. - Track opportunity risks, dependencies, access constraints, and unanswered questions; escalate issues early enough for corrective action. - Support bid/no-bid and pursuit reviews by ensuring the current facts, assumptions, decisions, and next steps are documented. REPORTING AND OPERATING CADENCE - Run or support a disciplined weekly Federal opportunity review using CRM data as the baseline. - Produce concise pipeline, aging, activity, and milestone reports for Federal leadership; prepare redacted or aggregated versions for broader business and finance reviews. - Maintain a forward-looking 30/60/90-day view of customer engagements, proposal dates, contract decisions, and internal preparation milestones. - Document and continuously improve the templates, definitions, workflows, and standard operating procedures used for notes, actions, CRM updates, and opportunity reviews. SECURITY AND INFORMATION HANDLING - Use sound judgment and need-to-know principles when handling customer identities, mission details, partner information, pricing, acquisition strategy, and classified or otherwise sensitive material. - Keep classified or restricted information out of unapproved systems and ensure unclassified CRM records contain only appropriately releasable information. - Maintain the required clearance, access, training, and secure-facility practices needed to participate in relevant Federal meetings. REQUIRED QUALIFICATIONS - Active U.S. Government TS security clearance and ability to maintain the level of access required by assigned customers and programs. Must be SCI eligible. - Four or more years of progressively responsible experience in project/program management, military staff operations, action-officer work, executive operations, capture operations, business operations, or a closely related function. - Demonstrated ability to convert complex meetings into concise notes, decisions, action plans, owners, due dates, and follow-through. - Experience maintaining a CRM, program-management system, command action tracker, or comparable operational system of record with strong data discipline. - Excellent written and verbal communication, with the judgment to separate essential facts from noise and to brief senior leaders clearly. - Strong organizational skills and the ability to manage multiple concurrent opportunities, stakeholders, deadlines, and dependencies in a fast-moving environment. - Demonstrated discretion, reliability, initiative, and comfort operating with incomplete information while escalating material uncertainty. - Availability for up to 90% travel. PREFERRED BACKGROUND - Recent DoD, Intelligence Community, Federal civilian, or defense-industry experience, including work in secure facilities or on the high side. - Military staff experience such as executive officer, operations officer/NCO, action officer, commander’s action group, program office, or headquarters staff role. Transitioning service members and veterans are encouraged to apply. - Experience coordinating Federal RFIs, RFQs, RFPs, proposals, partner submissions, demonstrations, or acquisition milestones. - Hands-on experience with HubSpot, Salesforce, or another modern CRM; experience building pipeline dashboards and data-quality reports is helpful. - PMP, CAPM, Agile/Scrum, DAWIA/FAC-P/PM, or comparable project/program-management training or certification. - Experience supporting a growth-stage technology, AI, data-platform, software, or professional-services organization. FIRST 90 DAYS - Learn the Federal portfolio, key customers and partners, internal stakeholders, opportunity stages, information-handling rules, and current operating tools. - Audit active CRM records, resolve material gaps, and agree on minimum required fields, stage definitions, update timing, and ownership. - Launch standard meeting-note, action-log, decision-log, weekly-priority, and opportunity-review formats. - Establish the weekly pipeline and capture cadence with Federal leadership, including a controlled process for redacted leadership/finance views. - Document the end-to-end operating procedure and demonstrate that upcoming deadlines, next steps, owners, and blockers are visible and being actively managed. HOW SUCCESS WILL BE MEASURED - Meeting execution: At least 95% of material meeting recaps are issued within one business day; 100% of action items have an owner and due date. - CRM quality: At least 95% of active opportunities meet the agreed completeness and freshness standard; no material opportunity remains stale for more than 14 days without an explicit reason. - Deadline control: No customer, proposal, partner, or internal review deadline is missed because it was not recorded, assigned, or escalated. - Follow-through: At least 90% of due actions are completed on time or proactively re-baselined before the due date. - Reporting: The weekly pipeline and priority brief is delivered on schedule and reconciles to the CRM. - Security: Zero unauthorized disclosure or inappropriate placement of sensitive Federal information. Note to Recruiters and Agencies: Kamiwaza does not accept unsolicited resumes from recruiters, staffing firms, or employment agencies. Please do not contact our employees or forward candidate profiles regarding this role. Any resume or candidate information submitted to Kamiwaza without a signed agreement in place will be considered the property of Kamiwaza, and no placement fee will be paid.

Requirements

Must-haves

Every material meeting results in an accurate record of decisions, actions, owners, deadlines, risks, and next steps.
The Federal CRM becomes the trusted system of record for opportunity status, pipeline review, and forecast support.
No customer, partner, proposal, or follow-up milestone is missed because ownership or timing was unclear.
Sensitive Federal opportunity information is handled on a need-to-know basis and shared only through approved systems and appropriately redacted views.
Kamiwaza Federal Leadership receives a concise, current view of priorities, blockers, upcoming decisions, and overdue commitments.
Executive support, documentation, and follow-through
Attend priority customer, partner, pipeline, proposal, and internal meetings with Federal leaders, taking detailed notes on context, decisions, open questions, action items, owners, and due dates.
Draft and distribute meeting readouts within one business day of leadership approval, and maintain the action and decision log so it stays current.
Track open actions and send follow-ups to owners until items are closed or formally re-baselined, flagging overdue commitments to leadership.
Build and refine PowerPoint materials such as customer briefings, capability overviews, demonstration decks, and internal status updates, following Kamiwaza templates and branding.
Capture customer use cases, mission problems, and requirements discussed in meetings, and document them in a standard format for the solutions and delivery teams.
Prepare read-ahead packets and agendas for key meetings, including attendee backgrounds, prior discussion history, and outstanding items.
Compile a weekly leadership brief that summarizes upcoming deadlines, pending decisions, stalled actions, and meeting outcomes from the prior week.
Maintain organized, access-controlled repositories for meeting notes, proposal artifacts, briefing materials, and customer documentation.
Create and maintain complete, current Federal account and opportunity records in the company CRM.
Run weekly data-quality checks; identify stale records, missing next steps, conflicting values, duplicate opportunities, and unsupported forecast assumptions.
Build practical views and reports that support opportunity reviews, leadership decisions, and finance forecasting without exposing sensitive details beyond the intended audience.
Maintain the milestone calendar and opportunity checklist for active pursuits, including RFIs, RFQs, RFPs, question periods, demonstrations, proposal reviews, partner deliverables, approvals, and customer follow-ups.
Coordinate inputs across Federal leadership, technical staff, finance, legal, commercial leadership, and partners; make ownership and due dates explicit.
Track opportunity risks, dependencies, access constraints, and unanswered questions; escalate issues early enough for corrective action.
Support bid/no-bid and pursuit reviews by ensuring the current facts, assumptions, decisions, and next steps are documented.
Run or support a disciplined weekly Federal opportunity review using CRM data as the baseline.
Produce concise pipeline, aging, activity, and milestone reports for Federal leadership; prepare redacted or aggregated versions for broader business and finance reviews.
Maintain a forward-looking 30/60/90-day view of customer engagements, proposal dates, contract decisions, and internal preparation milestones.

Nice-to-haves

None flagged.

Application prep

Use the role’s language and application details while tailoring your materials.

Keywords to mirror

agilescrumai

Platform: ashby
Effort: quick