Executive Administration | Exec Admin for Division Chief

Tecolote; El Segundo (CA); On-site; USD 75,000 - 100,000; Full time

Benefits offered by this job

Major Medical Insurance

Dental Insurance

Vision Insurance

Group Life Insurance

Travel Accident Insurance

Long-Term Disability

Short-Term Disability

Flexible Spending Account

Employee Stock Ownership Plan

PTO

Job summary

Tecolote Research, Inc. is seeking an Executive Admin to support the SYD 84 Management Operations team (S1/S6/S7). The role requires independent work, strong communication and organizational skills, and DoD administrative expertise.

Responsibilities include executive support, division suspense coordination, and meeting support in a fast-paced environment. Qualified candidates will have 10+ years in DoD executive administration, proficiency with MS Office, DTS, and collaboration tools, and an

Qualifications

• Minimum 10 years of relevant DoD executive admin experience.
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook), MS Teams, Task Management Tool (TMT), and Defense Travel System (DTS).
• Excellent verbal and written communication skills, and strong attention to detail.
• Familiarity with DoD acquisition policies and processes.
• Senior-level government office administration experience is desirable.
• Knowledge of LiveLink and Sharepoint is desired.
• Applicant must be able to work in a team environment.
• Active Secret security clearance, required.

Responsibilities

• Prepare reports, papers, and briefings; maintain calendars and conference room schedules; respond to routine queries; act as Travel Clerk and perform DTS functions; assist in coordinating and monitoring suspenses; provide inputs on administrative processes.
• Coordinate division suspense by receiving, tracking, and coordinating information with external organizations; implement division-approved processes; assemble, evaluate, and finalize packages for leadership.
• Assist in obtaining and processing information; consolidate briefing charts for Weekly Staff Meeting; support front office; maintain action items and internal papers.

Skills

DoD executive admin experience

MS Office suite

MS Teams

DTS (Defense Travel System)

Travel coordination

Verbal and written communication

Security clearance (Active Secret)

SharePoint

Education

High school diploma

Tools

LiveLink

SharePoint

Job description

Executive Administration | Exec Admin for Division Chief

Tecolote Research, Inc. is seeking a talented, self-driven individual for a position as an Executive Admin supporting our SYD 84 Management Operations organization (S1/S6/S7). This organization is focused on taking care of SYD 84 Military and Civilian Personnel and may also provide support to SYD 810 and SBST PAE personnel in Chantilly, VA.

Responsibilities

The successful candidate will need an independent work ethic, strong verbal and written communication skills, strong organizational skills, the ability to multi-task, and possess a sharp attention to detail.

Duties include:

• Executive Support Services : prepare reports, papers, and briefings; maintain appointment calendars and conference room schedules; provide responses to routine queries; act as Travel Clerk and perform DTS functions; assist in coordinating, consolidating, distributing and monitoring suspenses; and provide inputs and recommendations regarding administrative and office management processes and procedures.
• Division Suspense Support: assess, integrate, track, and coordinate information with external organizations; implement and maintain Division-approved processes to receive, disseminate, coordinate, track, and respond to external tasks; integrate all response materials and evaluate for completeness; and coordinate final package with Division leadership to ensure they are sufficiently informed regarding the purpose, issues addressed, and responses provided to resolve any questions or issues raised.
• Meeting support : assisting in obtaining and processing information flow; providing guidance and recommendations to organizational personnel for obtaining, processing, and managing information; collecting and consolidating briefing charts for Weekly Staff Meeting; providing administrative services support to the front office; and maintaining action items, internal point papers, and briefings.

Skills Required

• Minimum 10 years of relevant DoD executive admin experience
• Proficient in the use of MS office applications (Word, Excel, PowerPoint, Outlook), MS Teams, Task Management Tool (TMT), and Defense Travel System (DTS)
• Excellent verbal and written communication skills, and strong attention to detail
• Familiarity with DoD acquisition policies and processes
• Senior-level government office administration experience is desirable
• Knowledge of LiveLink and Sharepoint is desired
• Applicant must be able to work in a team environment
• Active Secret security clearance, required
• Salary Range: $75,000 – $100,000 /Year, DOE

Education

High school diploma required.

Full-Time

SecurityClearance

Senior-Level

On-site

We offer competitive salaries commensurate with education and experience. We have an excellent benefits package that includes:

Health & Welfare

Company Paid

• Major Medical Insurance for employees and family members
• Dental Insurance for employees and family members
• Vision Insurance for employees (employee-paid for family members)
• Group Life Insurance
• Accidental Death and Dismemberment Insurance
• Travel Accident Insurance
• Long-Term Disability

Voluntary

• Short-Term Disability
• Supplemental Life Insurance
• Flexible Spending Account (pre-tax deferrals for health care expenses)

Retirement

• Money Purchase Pension Plan - 100% Company funded defined contribution retirement plan. One-year entry waiting period and 5-year vesting. Core Funds available and a self-directed brokerage account option.
• Employee Stock Ownership Plan - 100% Company funded discretionary contribution. 100% vested after one-year entry waiting period.

Time Off

Tecolote’s generous paid time off benefits give employees the flexibility they need to relax, recharge and take care of the unexpected.