Executive Admin Senior - TOASTD with Security Clearance

Silotech Group, Inc; Fairborn (OH); On-site; USD 60,000 - 85,000; Full time

Job summary

Silotech Group, Inc. seeks an Executive Admin - Senior to provide executive-level administrative, logistics, workflow, correspondence, meeting and travel support to AFRL/RA operations and the Front Office at Wright-Patterson AFB, OH.

You will maintain records, coordinate leadership activities and deliver correspondence and tasker support with required suspense dates. The role requires minimizing delays, ensuring accurate documentation, and coordinating meeting materials and external briefings,

Qualifications

• U.S. citizenship required for access to USAF bases, AFRL facilities, or U.S. Government IT networks.
• Able to obtain and maintain the clearance/trustworthiness determination required for duties and complete required security and OPSEC training.
• Proficient in Microsoft 365, Adobe Acrobat, and Air Force-approved web applications; able to troubleshoot basic issues without regular supervision.
• Effective oral and written communication, tact, courtesy, diplomacy, and professional decorum.

Responsibilities

• Produce, format, and deliver correspondence, briefings, and program documentation by established suspense dates.
• Manage administrative workflow and organizational data; accept and assign taskers within two business days, update status, conduct weekly follow-up, and maintain IPT manning documents.
• Route completed travel authorizations for approval in the Defense Travel System (DTS) within two business days, maintaining a routing error rate below 5% per quarter.
• Log and distribute incoming classified and unclassified mail to the correct recipient within one business day of receipt.
• Initiate meeting coordination within one business day of tasking or calendar-conflict identification; reconcile calendars and communicate details 48 hours before the event.
• For corporate-level meetings, provide biographies and program history for external visitors at least 24 hours before the meeting; for workshops, distribute technical papers 24 hours in advance.
• When tasked to attend meetings, capture and deliver action items and key decisions within one business day after the event.
• Provide direct user support for products and services, routing inquiries to the designated technical contact with an initial response within one business day.

Skills

Communication

Oral and written

Tact and diplomacy

Professional decorum

Microsoft 365

Adobe Acrobat

SharePoint

DTS

Tools

Microsoft 365 Suite

Adobe Acrobat

Air Force web apps

DTS (Defense Travel System)

SharePoint

Job description

Overview Silotech Group, Inc. is a Woman-Owned Small Business (WOSB) and Service-Disabled Veteran-Owned Small Business (SDVOSB) headquartered in San Antonio, Texas. We deliver full-spectrum cybersecurity, digital transformation, cloud migration, DevSecOps, and emerging technology Research and Development (R&D) solutions across the Department of War (DoW), Intelligence Community (IC), Federal civilian, State, Local and Education (SLED), commercial, and international markets. The Executive Admin - Senior provides executive-level administrative, logistics, workflow, correspondence, meeting, travel, and organizational support to AFRL/RA operational and technical divisions and the Front Office. Maintains accurate administrative records, coordinates leadership activities, and delivers correspondence, briefings, meeting products, and tasker support to established Government suspense dates. Location Wright-Patterson AFB, Ohio (GSU travel possible). Clearance Secret (minimum).

Essential Role and Responsibilities

• * Produce, format, and deliver correspondence, briefings, and program documentation by established suspense dates. Standard correspondence shall conform to AFH 33-337 (The Tongue and Quill) with no more than two formatting revisions; complex deliverables shall conform to the AFRL Branding Guide and established templates.
• Manage administrative workflow and organizational data. Accept and assign taskers within two business days, update system status within two business hours of any phase change, conduct weekly follow-up (daily when due), and maintain IPT manning documents, organizational charts, and administrative deficiency trackers.
• Route completed travel authorizations for approval in the Defense Travel System (DTS) within two business days, maintaining a routing error rate below 5% per quarter.
• Log and distribute incoming classified and unclassified mail to the correct recipient within one business day of receipt.
• Initiate meeting coordination within one business day of tasking or calendar-conflict identification. Reconcile calendars, coordinate space and visitor access, and communicate confirmed meeting details no later than 48 hours before the event.
• For corporate-level meetings, provide biographies and relevant program history for external visitors at least 24 hours before the meeting. For workshops and technical exchanges, obtain and distribute technical papers/briefings at least 24 hours in advance and coordinate required computer and AV support.
• When tasked to attend meetings, capture and deliver action items and key decisions to the Government point of contact within one business day following the event.
• Provide direct user support for products and services, resolving or routing inquiries to the designated technical point of contact with an initial response or acknowledgment within one business day.

Required Qualifications

• * U.S. citizenship required for personnel requiring access to USAF bases, AFRL facilities, or U.S. Government IT networks; waivers require written Contracting Officer approval.
• Able to obtain and maintain the clearance/trustworthiness determination required for assigned duties and complete required security and Operations Security (OPSEC) training.
• Proficient in Microsoft 365 (Outlook, Word, Excel, OneNote, PowerPoint, SharePoint, and Teams), Adobe Acrobat, and Air Force-approved web applications; able to troubleshoot basic issues without regular supervision.
• Effective oral and written communication, tact, courtesy, diplomacy, and professional decorum.

Preferred Qualifications

• * Prior executive/front-office administrative support within a DoD, Air Force, research, development, or acquisition organization.
• * Experience with DTS, Government tasker/tracking systems, SharePoint, and preparation of senior-leader correspondence and briefings.

Performance Standards (KPIs)

• * Administrative records updated within two business days of personnel changes and maintained at 98% accuracy; deficiencies updated within one business day of identification.
• * Meeting requests confirmed and communicated at least 48 hours before the event, with no more than three coordination errors per month.
• * Meeting action items and key decisions delivered within one business day following the event.
• * Correspondence and briefings delivered by suspense and within the PWS revision/error thresholds.

Equal Opportunity Employer Statement

Silotech Group, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, protected veteran status, disability status, or any other characteristic protected by federal, state, or local law. Silotech Group participates in E-Verify. Reasonable accommodations available upon request. Silotech strongly encourages applications from veterans, military spouses, and members of the Reserve and National Guard.