Executive Admin (EA)

XMSTART; Chantilly; On-site; EUR 69,000 - 94,000; Full time

Job summary

XMSTART is seeking an experienced Executive Administration professional for a full-time, onsite role in Chantilly, VA. The EA will provide comprehensive administrative support to the Systems Engineering Directorate (SED), coordinating calendars, travel, and records management in fast-paced, mission-critical operations.

The ideal candidate brings 5–10+ years of relevant experience, strong organizational and communication skills, and the ability to work independently.

Qualifications

• 5-10+ years of relevant experience.
• Experience managing email, calendars, and events with Microsoft Outlook.
• Strong organizational and critical thinking skills.
• Strong interpersonal and communication skills.

Responsibilities

• Scheduling & Coordination: manage executive daily agenda and meetings.
• Conference Room & Event Management: maintain calendars and arrange conferences.
• Travel Management: plan itineraries and arrange travel logistics.
• Documentation & Correspondence: draft, proofread, and format communications.

Skills

Organizational skills

Communication skills

Detail-oriented

Independent worker

Education

HS diploma required

Bachelor’s degree preferred

Tools

Microsoft Outlook

Job description

XMSTART is looking to add an experienced and strategic full-time Executive Administration to our team, in Chantilly, VA. This position is 100% Onsite.

The Customer requires a highly organized and detail-orientate Executive Administration (EA) at the intermediate level to provide comprehensive administrative support, and coordinate, integrate, and execute various administrative functions for the Systems Engineering Directorate (SED). This position is ideal for a motivated individual who thrives in fast-paced environments and is eager to contribute to mission-critical operations.

As an EA specialist, you ensure seamless operational support through scheduling, correspondence management, travel coordination, and records management, in accordance with organizational directives and policies.

Security Clearance Requirements:

• Active TS/SCI clearance with CI Poly
• Reinvestigation date within 7 years if not an active NRO employee

Education:

• HS diploma required
• Bachelor’s degree (preferred)

Qualifications:

• 5-10+ years of relevant experience
• Experience with managing email, calendars, and events through Microsoft Outlook
• Strong organizational and critical thinking skills
• Strong interpersonal and communication skills

Responsibilities:

• Scheduling & Coordination: Manage and coordinate activities, appointments, and meetings, ensuring the seamless execution of the senior executive’s daily agenda.
• Conference Room & Event Management: Maintain and manage conference room calendars, organize telephone conferences, and facilitate messaging.
• Travel Management: Arrange and coordinate travel, including itinerary planning, processing vouchers, and securing VIP parking arrangements.
• Documentation & Correspondence: Conduct administrative reviews of briefings and correspondence for grammar and formatting. Draft, proofread, edit, and coordinate correspondence.
• Records & Configuration Management: Provide support to the SED Program Record Office (PRO) for records management in accordance with NRO Directive 56-1. Ensure execution of configuration management plans for identified SED and NRO products.
• Onboarding & Offboarding Support: Assist with in-processing and out-processing of Contractor and Government personnel. Prepare required documentation, including check-in sheets, badge requests, NRO Account Action Process (NAAP) requests, and SED Tech Requests.
• Stakeholder Engagement: Interface with the NRO Corporate Front Office, greet and escort visitors, and prepare background information for meetings.
• Mail & Office Operations: Retrieve, sort, and distribute incoming mail, faxes, and other documents. Arrange for the delivery of outgoing mail/packages.
• Resource Management: Assist in ordering supplies/equipment and arranging office equipment repairs.
• Career Service Panel Tracking: Track and manage Career Service Panel dates and deadlines to ensure compliance with organizational processes.

Preferred Qualifications:

• Excellent oral and written communication skills
• Strong written correspondence skills
• Ability to synthesize complex actions and adhere to tight deadlines
• Ability to work independently with minimal supervision.
• Deliver on commitments be reliable, highly organized and structured