Job description

Description BDR Solutions, LLC, (BDR) supports the U.S. Federal Government in successfully achieving their mission and goals. Our service and solution delivery starts with understanding each client's end-state, and then seamlessly integrating within each Agency's organization to improve and enhance business and technical operations and deployments. (Military Veterans are highly encouraged to apply) Role Overview The Executive Operations Specialist provides proactive, executive-level business operations and logistical support to the Office of Railroad Development (RRD) leadership teams within the Department of Transportation (DOT) including, Office Directors, and broader staff. This role combines executive scheduling and travel coordination with sophisticated data tracking, FOIA coordination, and records management responsibilities. This is an onsite position and requires travel to the DOT HQ 5 days a week. Responsibilities • Executive Scheduling & Calendar Management — Proactively manage complex executive calendars for RRD SES leadership across the front office and RRD, resolving conflicts seamlessly and ensuring read-ahead materials are distributed on time. • Meeting Logistics & Virtual Facilitation — Coordinate all meeting logistics, including lean VTC, Microsoft Hub, and Google Workspace setups. Directly facilitate virtual meetings by assisting presenters with technology, managing participant registration, and coordinating follow-up actions. • Travel Coordination — Book complex itineraries and process travel authorizations (routed within 24 hours of receipt) and vouchers (within 5 business days of trip completion) using E2 Travel Solutions, averaging approximately 5 actions per month per SES staff member. Support readiness for DOT's transition from E2 Travel Solutions to GO.gov, the department's new travel management system. • Communications & Document Control — Compose replies to general inquiries, draft letters of acknowledgment, and prepare administrative reports, technical papers, charts, and presentations. Handle all confidential and sensitive information with a high level of discretion, using the Electronic Document Management System (EDMS) for document control. • FOIA, Acquisitions & Budget Tracking — Track and route FOIA requests, procurement packages, and budget packages using EDMS, PRISM, and SharePoint, updating all items within 48 hours of receipt at a 98% accuracy rate (approximately 10 requests/packages per month). • Process Optimization — Proactively design, draft, and streamline internal Standard Operating Procedures (SOPs) in support of continuous improvement initiatives. • Records Management & Compliance — Maintain highly organized electronic shared drive files in strict compliance with Federal Records Management retention requirements across both MS Office and Google Workspace environments. Support the FRA Records Management Officer, in collaboration with the RRD records liaison, to ensure compliance with applicable regulations. • Office & Facilities Support — Manage physical meeting room logistics, escorting approximately 25 visitors per month and setting up rooms as needed. Track and manage office supply stock levels purchased to support RRD staff daily operations, ensuring zero supply stock-outs. Required Minimum Qualifications • Bachelor's degree in Business Administration, Public Administration, or a related field; equivalent experience accepted • Minimum four (4) years of experience in executive operations, program support, or administrative support in a federal environment • Experience with FOIA coordination, acquisition tracking, or federal records management preferred • Familiarity with EDMS, PRISM, SharePoint, and E2 Travel System or federal equivalents • Demonstrated ability to draft professional correspondence, technical papers, and briefing materials for senior leadership • Experience designing and maintaining SOPs and process documentation • Proficiency in both Google Workspace and Microsoft Office applications • Ability to obtain and maintain a Public Trust (Low Risk) clearance This position is contingent on receiving a DOT clearance. Employment is not guaranteed and will proceed only if the clearance is processed in a timely manner. In addition, U.S Citizenship is required. Select applicants will be subject to a government security investigation and must meet eligibility requirements for access to classified information and be able to obtain a government-granted security clearance. Individuals may also be subject to a background investigation including, but not limited to criminal history, employment and education verification, drug testing, and creditworthiness.

Requirements

Must-haves

(Military Veterans are highly encouraged to apply)
Process Optimization — Proactively design, draft, and streamline internal Standard Operating Procedures (SOPs) in support of continuous improvement initiatives.
Required Minimum Qualifications
Bachelor's degree in Business Administration, Public Administration, or a related field; equivalent experience accepted
Minimum four (4) years of experience in executive operations, program support, or administrative support in a federal environment
Familiarity with EDMS, PRISM, SharePoint, and E2 Travel System or federal equivalents
Demonstrated ability to draft professional correspondence, technical papers, and briefing materials for senior leadership
Experience designing and maintaining SOPs and process documentation
Proficiency in both Google Workspace and Microsoft Office applications
Ability to obtain and maintain a Public Trust (Low Risk) clearance
This position is contingent on receiving a DOT clearance. Employment is not guaranteed and will proceed only if the clearance is processed in a timely manner.

Nice-to-haves

Experience with FOIA coordination, acquisition tracking, or federal records management preferred

Application prep

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

Keywords to mirror

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