Executive Administrative Support

Calvert Systems Engineering, Incorporated; Hampton (VA); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Health benefits

401k

Life Insurance

Disability Insurance

FSA

PTO

Paid holidays

Employee assistance

Tuition reimbursement

Job summary

Calvert Systems Engineering, Incorporated in Hampton, VA is seeking an Executive Administrative Support professional to provide comprehensive admin and personnel support for a large division, including records management, evaluations, training coordination, and awards processing.

The role emphasizes security compliance, calendar management, front-office operations, and liaison across staff to ensure timely actions and accurate documentation.

Qualifications

• Active SECRET clearance and US citizenship.
• 4 years in admin support within USAF Headquarters Staff environment at NAF/MAJCOM or above.
• 5 years in information management supporting personnel functions and AFRIMS/ARMS.
• 6 years in USAF HQ staff with briefing and coordination experience.

Responsibilities

• Provide daily admin and personnel support for ~100 personnel, processing reports and awards.
• Manage division awards program from solicitation to announcements.
• Serve as ARMS liaison for personnel records and data integrity.
• Maintain and correct division records including duty status and position changes.
• Coordinate in/out-processing and keep division checklists updated.
• Manage division leave program and LeaveWeb administration.
• Track training completion and report to leadership.
• Assist manpower actions and Unit Manning Documents.
• Prepare status reports on manpower actions.
• Provide executive support: calendars, agendas, travel plans, and front-office operations.
• Maintain AFRIMS records management and liaise with Information Managers.
• Manage office supplies and procurement needs.
• Assist with mail distribution and security program tasks.
• Create and maintain SharePoint/Teams sites.
• Manage access badges and SIPR cafe access.
• Support event planning and coordination of organizational ceremonies.
• Analyze processes and recommend improvements.

Skills

Administrative support

Records management

Executive support

Calendar management

Front office operations

Tools

AFRIMS

ARMS

Job description

Executive Administrative Support

Location: Hampton, VA

Minimum Clearance Required: Secret

This position is contingent upon contract award.

This role requires an active, fully-adjudicated US Government Security Clearance at the SECRET level. US Citizenship is required to hold a US Government security clearance. Candidates without the appropriate clearance are not eligible to be considered.

Travel: up to 10%

As an Executive Administrative Support person, your role provides comprehensive administrative and personnel support for a large division, managing records, processing evaluations, coordinating training and assignments, and maintaining accurate documentation for all members. The role oversees awards programs, personnel records systems, leave management, and inprocessing and outprocessing procedures to ensure compliance with organizational policies and timely completion of all actions. You will support manpower management by reviewing staffing documents, preparing change requests, and tracking pending actions, while also providing executive assistance through calendar management, meeting coordination, correspondence tracking, and front office operations. The role manages records, office supplies, mail distribution, security administration, access control, and digital workspaces to maintain efficient, secure, and well organized operations. Additionally, you’ll support leadership in planning and executing events and continuously evaluate administrative workflows to recommend improvements that enhance organizational effectiveness.

Who You Are And What You Need:

• 4 years of experience as serving in an administrative assistant or senior-level administrative support role within a USAF Headquarters Staff environment at the NAF, MAJCOM, or above level, with demonstrated ability to independently manage complex administrative functions and support senior military and civilian leadership
• 8 years of experience as reviewing, editing, and processing Officer Performance Reports (OPR), Enlisted Performance Reports (EPR), and military and civilian awards and decorations packages in accordance with applicable Air Force instructions and command standards
• 5 years of experience as in information management supporting military and civilian personnel functions and records management, including proficiency with Air Force Records Information Management System (AFRIMS), Automated Records Management System (ARMS) or equivalent personnel and records management systems
• 6 years of experience working within a USAF Headquarters Staff environment at the NAF, MAJCOM, or above level, with experience producing decision documents, developing and presenting staff-level briefings, building staff packages, coordinating actions across staff directorates and major command elements, and interfacing with senior USAF leadership and external staffs

What You Will Do:

• Provide daily administrative and personnel support for approximately 100 personnel, including military, government civilians, and contractors. Coordinate, track, review, and process all staff actions including Officer and Enlisted Performance Reports (OPR/EPR), promotion recommendation forms, performance feedback forms, assignment and training notifications, and awards and decorations. Develop and implement metrics to measure the status and effectiveness of administrative and personnel management actions. Provide monthly and periodic status reports with outcomes and recommendations for improvement.
• Manage the division awards program in its entirety, including drafting and distributing solicitation messages, compiling nomination packages, organizing selection boards, communicating results, and publishing announcements. Ensure timely and accurate processing of all military and civilian awards and decorations in accordance with applicable Air Force instructions and command policies.
• Serve as the division point of contact for the Automated Records Management System (ARMS) or equivalent Air Force personnel system; assist personnel with accessing records, resolving system discrepancies, and ensuring data integrity across all personnel management platforms used by the division.
• Maintain, review, and correct personnel records to ensure accuracy and currency, including duty status, duty title changes, change of raters, position number changes, deployment band indicators, and aircrew position indicators (API). Initiate corrections as discrepancies are identified and coordinate with the appropriate offices to resolve record errors in a timely manner.
• Coordinate and track the in-processing and out-processing of all division personnel. Manage and maintain division-level checklists and coordinate updates with A3E to ensure alignment with current directorate-level in/out-processing requirements.
• Manage the division leave program and serve as the unit administrator for LeaveWeb. Ensure all leave requests are submitted, reviewed, and processed accurately and in full compliance with applicable Air Force leave policies and command guidance.
• Provide guidance and assistance to division personnel in completing annual, force, and event ancillary training through directed automated learning platforms. Track individual and organizational training completion status and submit training completion reports to division leadership upon request.
• Assist division leadership with manpower management actions, including review and maintenance of Unit Manning Documents (UMD) and preparation and submission of Authorization Change Requests (ACR).
• Track the status of all pending manpower actions and provide status reports to division leadership upon request.
• Provide comprehensive information management and executive administrative support to the division chief and deputies, including maintaining and synchronizing office calendars and schedules; managing conference and meeting agendas, office calls, briefings, travel plans, leave, and special projects; monitoring the organizational inbox and assigning taskers to the correct Office of Primary Responsibility (OPR); and managing incoming telephone calls and visitor coordination to ensure efficient and professional front-office operations.
• Maintain and coordinate division records management in accordance with Air Force Records Information Management System (AFRIMS) policies. Serve as the primary liaison with Information Managers to ensure proper file plan establishment, records disposition, and compliance with all applicable records management directives and Air Force instructions.
• Maintain and track administrative office supplies and equipment for the division. monitor inventory levels, identify shortfalls, and submit supply and equipment requests through appropriate procurement channels as required to ensure uninterrupted operations.
• Assist with division-level mail management and distribution, ensuring all incoming and outgoing correspondence is handled accurately, routed to the appropriate office or individual, and processed in a timely manner.
• Assist the division Security Manager in accomplishing required security training, coordinating visit requests for secure facilities and programs, managing personnel investigation and re-investigation processes, administering read-in access, and conducting quarterly inspections in coordination with A3 or the 633 ABW Security Office. Ensure entry access letters and alarm access letters are established, maintained, and updated as personnel in- and out-process or as otherwise required.
• Create, maintain, and update SharePoint and/or Microsoft Teams sites to serve as a consolidated, accessible repository for all division administrative requirements, content, materials, and documentation; ensure sites are organized, current, and accessible to authorized personnel.
• Manage, distribute, and track access badges and cards for all HQ ACC/A3C personnel and authorized visitors. Verify appropriate clearance levels prior to granting access to SIPR Cafe and other controlled areas. Routinely update the Entry Access Letter on a monthly basis or as personnel in- or out-process.
• Support division leadership in planning and executing organizational events, ceremonies, commander's calls, and recognition functions; coordinate logistics including venue, invitations, agendas, audio-visual support, and post-event documentation.
• Continuously analyze administrative processes and workflows; identify inefficiencies and recommend improvements, best practices, and lessons learned to division leadership to streamline operations and enhance overall organizational effectiveness.

What We Offer:

• Comprehensive benefits including h ealth, dental and vision for the employee and family
• 401k Plan with a company contribution; fully vested immediately
• Company paid Life and AD&D insurance
• Company paid Short-Term and Long-Term Disability insurance
• Flexible Spending Accounts
• Paid Time Off (PTO)
• 10 paid holidays
• Employee Assistance Program
• Tuition Reimbursement

Who We Are:

Calvert Systems is a Service-Disabled Veteran-Owned Small Business headquartered in Bellevue, Nebraska, with operations in t twelve states including the District of Columbia. With over 20 years of trusted support to the Department of Defense, Calvert combines the strength of deep mission expertise, a workforce composed largely of veterans, with the values of a family business culture. Our team is committed to exceeding customer expectations by leveraging a rich blend of operational experience, technical excellence, and a strong commitment to service.

Calvert Systems Engineering provides equal employment opportunities to all employees and applicants for employment 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 by federal, state or local laws.