Executive Assistant

Executive Assistant (Mid-Level)

Location: Government Site
Clearance: Secret
Reports To: Senior Government Executive / Program Manager

Position Summary

The Mid-Level Executive Assistant provides comprehensive administrative and executive support to senior government leaders, ensuring efficient operations, effective communication, and seamless coordination of executive activities. The incumbent serves as a trusted administrative professional responsible for managing schedules, coordinating meetings, preparing correspondence and briefing materials, and facilitating communication among internal and external stakeholders.

This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced government environment while maintaining strict confidentiality and adherence to federal policies and procedures.

Key Responsibilities

Executive Support

• Manage complex executive calendars, scheduling appointments, meetings, conferences, and travel arrangements.
• Coordinate and prioritize competing demands on executive time and resources.
• Prepare daily schedules, briefing books, read-ahead materials, and executive correspondence.
• Track action items, suspense dates, and follow-up requirements to ensure timely completion.

Administrative Management

• Draft, edit, proofread, and format correspondence, reports, memoranda, presentations, and other official documents.
• Maintain electronic and physical records in accordance with agency records management requirements.
• Process travel authorizations, vouchers, and related documentation utilizing government travel systems.

Meeting and Event Coordination

• Schedule and coordinate meetings, conferences, site visits, and executive engagements.
• Develop agendas, prepare meeting materials, and distribute supporting documentation.
• Record meeting minutes, track decisions and action items, and provide follow-up coordination.
• Facilitate logistics for in-person, virtual, and hybrid meetings.

Communication and Stakeholder Engagement

• Serve as a point of contact between executive leadership and internal/external stakeholders.
• Screen and prioritize incoming communications, correspondence, and requests for action.
• Coordinate communications with government officials, agency leadership, contractors, and external partners.
• Ensure timely dissemination of information and executive directives.

Program and Operational Support

• Assist with the preparation of reports, status updates, metrics, and executive dashboards.
• Support strategic initiatives by tracking milestones, deliverables, and program activities.
• Conduct basic research and gather information for executive decision-making.
• Support special projects and assignments as directed by leadership.

Required Qualifications

• Bachelor's degree from an accredited institution or equivalent combination of education and experience.
• Minimum of 3-7 years of experience providing executive or administrative support to senior leaders.
• Experience supporting USMC and MCSC customers and organizations
• Experience supporting federal government executives, senior military leaders, SES officials, or equivalent leadership preferred.
• Demonstrated proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities with exceptional attention to detail.
• Ability to prioritize multiple assignments and meet deadlines with minimal supervision.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Excellent proficiency in Defense Travel System (DTS)

Preferred Qualifications

• Experience supporting Senior Executive Service (SES), Flag Officers, General Officers, or equivalent government leadership.
• Knowledge of federal administrative procedures, government correspondence standards, and records management requirements.
• Experience with government travel systems, task management systems, and collaboration platforms.
• Active security clearance or eligibility to obtain and maintain a required clearance.

• Project coordination or program support experience in a federal environment.

Core Competencies

• Executive Support Excellence
• Communication and Correspondence Management
• Calendar and Schedule Coordination
• Meeting Planning and Facilitation
• Customer Service and Stakeholder Relations
• Attention to Detail
• Problem Solving and Critical Thinking
• Confidentiality and Professional Judgment
• Time and Priority Management

• Microsoft Office and Collaboration Technologies

Work Environment

• Professional office environment supporting senior government leadership.
• May require occasional local travel and support during high-visibility events, meetings, or executive engagements.
• Ability to work independently while collaborating effectively with government and contractor personnel.