Executive Administrative Assistant

Significance, Inc.; Arlington (TX); On-site; USD 76,000 - 83,000; Full time

Benefits offered by this job

Benefits package

Job summary

Significance, Inc. is seeking an Administrative Assistant IV to support HQMC's Programs and Resources, Accounting and Financial Systems Branch and other personnel.

The role provides day-to-day administrative and office management support, coordinates meetings, prepares official documents, and serves as an administrative point of contact for the organization. The successful candidate will demonstrate exceptional organizational and communication skills, strong attention to detail, and the ability

Qualifications

• Active DoD Secret clearance (or Interim) required.
• Bachelor’s degree in business management, business administration, or related field.
• Six (6) years general experience and five (5) years relevant experience; OR Associate’s degree with eight (8) years general and six (6) years relevant experience.
• Excellent written and verbal communication skills.
• Strong organizational skills; ability to manage multiple priorities.
• Strong editing skills; grammar, spelling, style, 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.
• Proficiency with video teleconferencing, audiovisual, and web-conferencing equipment.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide day-to-day administrative support to the office and coordinate across program areas.
• Follow HQMC, P&R, and RFA templates, processes, and policies.
• Support the Director and staff with administrative functions including calls, visitor management, file management, reports, and meeting logistics.
• Manage calendars, appointments, meetings, conferences, leave, and TD schedules.
• Coordinate with external agencies and Government stakeholders.
• Draft and staff memorandums, information papers, presentations, and minutes.
• Support meetings and conferences with materials, notes, and logistics.
• Schedule and support video teleconferences and related AV equipment.
• Assist with personnel in-processing and out-processing.
• Escort visitors and manage phone calls per procedures.
• Compile supply orders and manage office supplies.
• Submit service orders for maintenance and repairs.
• Serve as primary contact for administrative functions.
• Assist with emergency and evacuation procedures.
• Perform other duties as assigned by leadership.

Skills

Active DoD clearance

Bachelor’s degree

Strong communication

Organizational skills

Editorial skills

Professional correspondence

Video conferencing

Microsoft Office

Education

Bachelor’s degree in business management/administration

Associate’s degree or equivalent + experience

Tools

Microsoft Office Suite

Video teleconferencing 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.

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 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.
  ORAssociate’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