Executive Administrative Assistant

Significance; Arlington (VA); On-site; USD 76,000 - 83,000; Full time

Job summary

Significance, Inc. is seeking an Administrative Assistant IV to support HQMC programs and resources, with an active DoD secret clearance and onsite work at the Pentagon in Arlington, VA.

The role provides day-to-day administrative support, calendar management, document preparation, and liaison with government personnel, requiring excellent organizational and communication skills.

Qualifications

• Active DoD Secret clearance or Interim Secret clearance required.
• Bachelor's degree in business management, business administration, or a related discipline.
• Six (6) years of general experience and five (5) years of relevant experience, or an Associate's degree with eight (8) years general and six (6) years relevant experience.
• Excellent written and verbal communication skills.
• Strong organizational skills and ability to manage multiple priorities.
• Strong editorial skills with proper grammar, spelling, style and document structure.
• Experience preparing and managing professional correspondence, reports and presentations.
• Ability to perform highly detail-oriented work with accuracy and discretion.
• Experience operating video teleconferencing, audiovisual, and web-conferencing equipment.
• Proficiency with Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Provide day-to-day administrative support to the office and coordinate communications across program areas.
• Follow applicable DoD, HQMC, P&R, and RFA templates, processes, policies, and best practices.
• Support the Director and office staff with administrative functions including telephone coverage, visitor management, file management, reports, briefings, and meeting logistics.
• Manage calendars, appointments, meetings, conferences, leave, and TD schedules for office personnel.
• Coordinate schedules and administrative requirements with external agencies and government stakeholders.
• Relay project and status updates to the Project Manager, COR, Division Director, and other stakeholders.
• Draft, staff, file, and update memorandums, routing packages, information papers, presentations, and minutes.
• Support meetings and conferences including reserving spaces, preparing materials, taking notes, and distributing documents.
• Schedule and support video/teleconferences and teleconferences with connectivity and AV checks.
• Support in-processing and out-processing of personnel, escort visitors, and manage calls.
• Compile supply orders and manage office supplies; submit service orders for maintenance and repairs.
• Serve as primary point of contact for administrative functions supporting the organization.
• Assist with emergency and evacuation procedures as directed.

Skills

Secret clearance

MS Office Suite

Organizational skills

Written & verbal communication

Editing & formatting

Office management

Video conferencing setup

Document management

Meeting coordination

Education

Bachelor's degree in business management or business administration

Associate's degree or equivalent experience in business management

Tools

Microsoft Office Suite

Video conferencing equipment

Job description

At Significance, we believe the best results come from investing in great people. As a woman-owned consulting firm supporting federal civilian and Department of Defense customers, we bring together talented professionals who are passionate about solving complex challenges and making a meaningful impact.

We're proud of the culture we've built - one rooted in trust, collaboration, respect, and genuine relationships. Our people are empowered to share ideas, grow their careers, and deliver exceptional results while supporting missions that matter. It's a culture we're proud of, and one that has earned us recognition as a Washington Business Journal Best Place to Work for seven consecutive years.

Administrative Assistant IV

Significance, Inc. is seeking an Administrative Assistant IV to support the Programs and Resources, Accounting and Financial Systems Branch and other personnel within Headquarters Marine Corps (HQMC), P&R, Resources and Force Analysis (RFA). This position is onsite at the Pentagon, Arlington, VA and requires an active Secret clearance.

The Administrative Assistant IV will provide day-to-day administrative and office management support, coordinate meetings and schedules, prepare and manage official documents, and serve as an administrative point of contact for the organization.

The successful candidate will demonstrate excellent organizational and communication skills, strong attention to detail, and the ability to manage multiple priorities while providing responsive and professional support to Government personnel.

Required Skills

• Active DoD Secret clearance or Interim Secret clearance required.
• Bachelor's degree in business management, business administration, or a related discipline.
• Six (6) years of general experience and five (5) years of relevant experience. OR Associate's degree or equivalent professional experience in business management, business administration, or a related discipline, with eight (8) years of general experience and six (6) years of relevant experience.
• Excellent written and verbal communication skills.
• Strong organizational skills and demonstrated ability to manage multiple priorities.
• Strong editorial skills, including proper grammar, spelling, style, and document structure.
• Experience preparing and managing professional correspondence, reports, presentations, and other office documentation.
• Ability to perform highly detail-oriented work with accuracy and discretion.
• Ability to operate or coordinate the use of video teleconferencing, audiovisual, and web-conferencing equipment.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Desired Skills

• Experience supporting the DoD or another Federal Government organization.
• Experience supporting Marine Corps or other DoD headquarters organizations.
• Working knowledge of DoD classified document safeguarding, destruction, and handling procedures.

Responsibilities

• Provide day-to-day administrative support to the office, ensuring effective communication and coordination across program areas.
• Follow applicable DoD, HQMC, P&R, and RFA templates, processes, policies, and best practices.
• Support the Director and office staff with administrative functions, including telephone coverage, visitor management, file management, reports, briefings, and meeting logistics.
• Manage, maintain, and de-conflict calendars, appointments, meetings, conferences, leave, and temporary duty schedules for office personnel.
• Coordinate schedules and administrative requirements with external agencies, organizations, and other Government stakeholders.
• Relay project and administrative status updates to the Project Manager, Contracting Officer's Representative (COR), Division Director, Deputy Director, and other designated stakeholders.
• Draft, review, staff, file, and update memorandums, routing packages, information papers, presentations, issue papers, meeting minutes, and other official documents.
• Support meetings and conferences, including reserving appropriate spaces, preparing materials, taking notes, distributing documents, advancing presentation materials, and providing other administrative support.
• Schedule and support video teleconferences, web conferences, and teleconferences, including coordinating room and phone reservations and verifying connectivity and audiovisual equipment prior to meetings.
• Support the in-processing and out-processing of personnel.
• Escort and screen visitors and manage incoming telephone calls in accordance with applicable procedures.
• Compile supply orders requested by personnel and submit them for appropriate review and approval.
• Maintain, store, and issue office supplies.
• Submit and track service orders for routine office maintenance and repairs in accordance with applicable policies and procedures.
• Serve as a primary point of contact for administrative functions supporting the organization.
• Assist with emergency and evacuation procedures as directed.
• Perform other administrative and office support duties as assigned by the Director, Project Manager, COR, or other designated Government personnel.

$76,000 - $83,000 a year

At Significance, your base pay is one part of your total compensation package and is determined within a range. Our pay ranges are based on the local cost of labor benchmarks for each specific role, level, and geographic location.

We carefully consider a wide range of factors when determining compensation, including but not limited to experience; job-related skill sets; relevant education or training; and other business and organizational needs. The salary range listed is for the level at which this job has been scoped. In the event that you are considered for a different level, a higher or lower pay range would apply. This position is also eligible for a comprehensive and generous benefits package.

We are an E-Verify Employer

https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster.pdf

https://www.e-verify.gov/sites/default/files/everify/posters/IER_RighttoWorkPoster.pdf

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.