Executive Administrative Specialist

Cyber Coalition, LLC; United States; Remote; USD 65,000 - 90,000; Full time

Job summary

Cyber Coalition, LLC is seeking an experienced executive assistant to provide professional secretarial support to leadership, manage calendars, and coordinate travel. You will apply knowledge of the U.S. Coast Guard and DHS to ensure smooth information exchanges and high-priority issue awareness.

You will draft and review correspondence, support event planning, and assist in developing administrative policies while working on-site with senior leaders and staff.

Qualifications

• Bachelor's degree in Business Administration or related field with 8+ years' secretarial/executive admin experience.
• Experience directly supporting senior leadership (SES, Flag Officer, or equivalent).
• Working knowledge of DHS and the U.S. Coast Guard.
• Strong professionalism, tact, and interpersonal skills.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide professional secretarial and executive support to leadership and staff on routine and ad-hoc needs.
• Manage office schedules and calendars for meetings, conferences, and travel.
• Advise senior leadership and staff on administrative requirements and coordinate information with senior staff.
• Draft, finalize, and review office correspondence per the USCG COMDTINST M5216.4.
• Support planning and execution of organizational events (town halls, all-hands, conferences).
• Prepare special reports, summaries, and responses to inquiries from various sources.
• Create workbooks to support leadership planning and continuity efforts.
• Assist in developing administrative guidance and procedures (budgets, records management, space planning).
• Conduct basic research to support reports and administrative requirements.
• Create/review content for office briefings and advise on administrative rhythms.

Skills

Executive support

Senior leadership support

Time management

Strong communication

Interpersonal skills

Typing 45+ WPM

Office IT equipment proficiency

Policy interpretation

Staffing coordination

Education

Bachelor's degree in Business Administration or related field

Associate's degree

High School Diploma with Vocational/Military Training Certificate in Office Management

Tools

MS Office

Job description

Duties

Including but not limited to:

• Maintaining a working knowledge of the U.S. Coast Guard, DHS, and OCIO's key interagency partners, and applying this knowledge to support smooth information exchange and coordination of mission requirements
• Independently providing professional secretarial and executive support to leadership and staff on both routine and ad-hoc needs
• Managing office schedules and calendars to support timely planning and execution of meetings, conferences, and travel
• Applying sound, independent judgment to routine and non-routine administrative situations, interpreting written and unwritten guidelines as circumstances evolve
• Advising senior leadership and staff on administrative requirements, serving as the focal point for coordinating and managing information alongside the Chief of Staff, Executive Officer, and other staff
• Proactively keeping leadership informed of high-priority issues and developments
• Supporting the planning and execution of organizational events (e.g., town halls, all-hands meetings, conferences)
• Drafting, finalizing, and reviewing office correspondence and documents per the USCG Correspondence Manual (COMDTINST M5216.4)
• Preparing special reports, summaries, and responses to inquiries from various sources
• Creating workbooks (read-ahead materials, staffing documents, continuity plans, SOPs) to support leadership planning
• Assisting in developing administrative guidance and procedures (e.g., budgets, records management, space planning, logistics, asset tracking)
• Conducting basic research to support reports and administrative requirements
• Creating and/or reviewing content for office briefings
• Advising on the organization's administrative business rhythms and the impact of organizational changes
• Advising subordinate offices on new procedures and coordinate information requests for reports and conferences

Qualifications

• Bachelor's degree in Business Administration or related field with 8+ years of secretarial/executive administrative experience (2+ years supporting SES, Flag Officer, or equivalent); OR Associate's degree with 10+ years of experience (4+ years at that level); OR High School Diploma with Vocational/Military Training Certificate in Office Management or related field and 14+ years of experience (6+ years at that level).
• Proven experience directly supporting senior leadership (SES, Flag Officer, or equivalent)
• Working knowledge of DHS and the U.S. Coast Guard
• Strong professionalism, tact, and interpersonal skills
• Ability to manage complex workloads and competing priorities independently
• Excellent verbal and written communication skills
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Self-starter with strong independent judgment and follow-through
• Typing speed of 45+ WPM
• Comfortable operating standard office IT equipment (copiers, scanners, VTC systems, etc.)
• Skilled in interpreting unwritten policies, precedents, and evolving guidelines
• Experienced with office protocol and staffing at the senior executive level

Work Environment

• On-site

Cyber Coalition provides equal employment opportunities to all employees and applicants foremployment and prohibits discrimination and harassment of any type without regard to race,color, religion, age, sex, national origin, disability status, genetics, protected veteran status,sexual orientation, gender identity or expression, or any other characteristic protected byfederal, state, or local laws. Cyber Coalition participates in E-Verify.