Role Description
We are seeking an experienced Business Operations Specialist to lead the modernization of administrative and business processes for our client in Falls Church, Virginia. This senior-level role combines operational excellence with practical AI implementation expertise. You will transform how our team works by strategically deploying AI tools to enhance productivity while exercising sound judgment about when human oversight is essential.
The ideal candidate is a proven problem-solver who can both leverage emerging technologies and recognize their limitations—someone who can drive meaningful efficiency gains while maintaining the highest standards for accuracy, security, and appropriateness.
Key responsibilities:
AI-Enhanced Operations
- Draft, proofread, and format internal and external communications using AI tools, ensuring all outputs meet professional standards for clarity and accuracy
- Coordinate complex scheduling using AI-assisted calendar management and generate actionable meeting summaries from transcripts
- Extract insights from lengthy documents and reports, organizing information for strategic decision-making
- Manage cross-functional projects using AI-driven platforms while maintaining accountability for deadlines and deliverables
Process Innovation & Automation
- Identify and implement automation opportunities for repetitive workflows, including data entry, routine inquiries, and standard administrative tasks
- Champion process improvements and lead adoption of new methodologies that may require organizational change management
- Evaluate and recommend AI tools that align with business needs and security requirements
Quality Assurance & Governance
- Critically review all AI-generated content for accuracy, context, and appropriateness before distribution
- Ensure strict compliance with data privacy and security standards when using AI platforms
- Exercise independent judgment to determine when AI assistance is appropriate versus when tasks require full human attention and expertise
- Maintain awareness of AI limitations and potential biases in automated outputs
Qualifications:
Required:
- Bachelor's degree in Business, Management, or related field
- 5-8 years of progressive operational or administrative management experience
- Minimum 2 years of hands-on experience implementing and optimizing AI-based business tools
- Demonstrated expertise with AI features in enterprise software (Microsoft 365 Copilot, Google Workspace AI, etc.)
- Proven track record of process improvement and successful change management
- Strong ability to write effective prompts and critically evaluate AI-generated outputs
- Experience handling sensitive information with appropriate security protocols
- Excellent organizational skills with ability to manage competing priorities in a fast-paced environment
Preferred:
- Knowledge of the Military Healthcare System
- Experience with data governance in AI contexts
- Background in change management or business process optimization
Please send your resume, cover letter and salary expectations to hr@insigniafederal, subject: Business Operations Specialist.
