Executive Administrative Assistant

Significanceinc; Arlington (VA); On-site; USD 60,000 - 80,000; Full time

Job summary

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).

The role involves day-to-day administrative duties, calendar management, meeting coordination, and preparation of official documents while ensuring confidentiality and adherence to DoD procedures. A DoD clearance, strong communication, and organizational skills are essential.

Qualifications

• Bachelor's degree in business management, business administration, or a related discipline.
• Six years of general experience and five years of relevant experience, or an Associate's degree with eight years general experience and six years relevant experience.
• Excellent written and verbal communication skills.
• Strong organizational skills and ability to manage multiple priorities.
• Strong editorial skills and proficiency with professional correspondence and reports.

Responsibilities

• Provide day-to-day administrative support to HQMC, P&R, and RFA.
• Coordinate meetings, schedules, and travel arrangements.
• Prepare and manage official documents, memos, reports, and presentations.
• Serve as primary administrative contact and manage calendars and office operations.
• Assist with visitor management, telephone coverage, and file maintenance.
• Support video/web conference setup and meeting logistics.

Skills

Excellent written and verbal comms

Strong organizational skills

Attention to detail

Multitasking and prioritization

Education

Bachelor's degree in business management/administration or related discipline

Associate degree or equivalent with extensive experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

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.

• 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.
• 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.
• 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.

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.

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