Executive Assistant

US Federal Solutions; Bellingham (WA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Medical / Dental / Vision insurance

401K plan

PTO

11 Federal Holidays

Disability insurance

AD&D insurance

Job summary

US Federal Solutions seeks a Senior Executive Assistant to provide high-level support to the Navy’s Strategic Systems Programs Headquarters. You will independently manage executive calendars, travel, correspondence, records, meetings, and workflow coordination in a fast-paced, mission-focused environment.

The ideal candidate has SES-level or senior federal leadership support experience, strong judgment and discretion, and excellent written and verbal communication.

Qualifications

• 6 years of senior-level executive, administrative, or operational support within the DoD or a comparable organization.
• Experience supporting SES members, flag officers, or senior federal executives.
• AS degree required at a minimum.
• Proven ability to manage complex calendars, meetings, deadlines, and priorities.
• Experience coordinating official DoD travel via the Defense Travel System (DTS).
• Strong professional writing and executive-level communication skills.
• Experience maintaining electronic and physical records per policies.
• Ability to create task trackers, suspense systems, and workflows.
• Experience preparing meeting materials and detailed notes, with tracked actions.
• Proficient with Outlook, Word, Excel, PowerPoint, and collaboration tools.
• Ability to transform information from multiple sources into clear reports and materials.
• Excellent written and verbal communication; strong organization and problem-solving.

Responsibilities

• Provide direct, full-time executive and administrative support to senior Navy leadership at SSP Headquarters.
• Manage complex executive calendars, set priorities, coordinate meetings, and reschedule as needed.
• Coordinate domestic travel through DTS in accordance with Navy policies.
• Prepare professional correspondence and reports per Navy guidelines.
• Compose and edit complex executive correspondence for leadership review and signature.
• Maintain paper and electronic files per Navy records management requirements.
• Maintain branch records, archiving and accessibility per protocols.
• Process and track correspondence, mail, and official documentation.
• Use SMARTS/SEAS to support records management and workflow requirements.
• Develop trackers for high-priority tasks, suspense items, and deliverables.
• Monitor deadlines and follow up to ensure timely completion.
• Prepare reports and briefing materials for leadership decisions and oversight.
• Collect, organize, and respond to external inquiries with timely accuracy.
• Prepare briefing materials, presentations, and talking points from multiple sources.
• Coordinate meetings, prepare agendas, take notes, and track action items to completion.
• Disseminate approved information to stakeholders and document control.
• Support cross-branch information sharing and program alignment.
• Provide recommendations to leadership on processes and workflow improvements.
• Ensure activities comply with SSP security procedures and information assurance.
• Escort non-cleared personnel in secured areas as allowed by status and policy.

Skills

Executive support

DoD experience

Calendar management

Travel coordination

Professional correspondence

Records management

Meeting material prep

MS Office suite

Written and verbal comms

Independent decision making

Security-conscious handling

Education

AS degree

BA/BS preferred

Tools

Defense Travel System (DTS)

SMARTS/SEAS

Job description

USFS is an ISO 9001 management consulting firm with headquarters in the National Capital Region and offices and staff in 12 US states. USFS staff average 10+ years of professional experience, over 80 percent of our staff have bachelor’s degrees, and over half have advanced degrees in business and technology. USFS was founded in 2010 and provides financial management, acquisition management, program management, and data analytic support services to federal and state governments.

Senior Executive Assistant

Navy Strategic Systems Programs (SSP)

Position Overview

US Federal Solutions is seeking an experienced Senior Executive Assistant to provide high-level administrative and operational support to the Navy’s Strategic Systems Programs Headquarters.

This position will support senior executive leadership in a fast-paced, mission-focused environment requiring exceptional judgment, discretion, organization, and attention to detail. The Senior Executive Assistant will independently manage executive calendars, travel, correspondence, records, task tracking, meetings, workflow coordination, and other administrative activities critical to the daily operation of the organization.

The ideal candidate will have experience supporting Senior Executive Service-level, flag officer, senior military, or comparable federal leadership and will be comfortable managing multiple high-priority requirements with minimal supervision.

Key Responsibilities

• Provide direct, full-time executive and administrative support to senior Navy leadership at Strategic Systems Programs Headquarters.
• Manage complex executive calendars, establish appointment priorities, coordinate meetings, resolve scheduling conflicts, and reschedule or decline appointments as necessary.
• Coordinate domestic and official travel through the Defense Travel System (DTS) in accordance with applicable Navy and organizational travel policies and procedures.
• Prepare professional correspondence, memoranda, form letters, reports, and other business documents in accordance with the Navy Correspondence Manual.
• Compose and edit complex technical and executive correspondence for senior leadership review and signature.
• Maintain paper and electronic office files in accordance with Navy directives, records management requirements, and organizational procedures.
• Maintain branch records and ensure documents are appropriately filed, retained, archived, and accessible in accordance with records management protocols.
• Process and track incoming and outgoing correspondence, mail, records, and other official documentation.
• Use organizational records and tracking systems, including SMARTS and SEAS, to support document control, records management, and workflow requirements.
• Develop and maintain tracking mechanisms for high-priority tasks, projects, suspense items, action items, and leadership deliverables.
• Monitor deadlines and follow up with responsible personnel to ensure actions and deliverables are completed accurately and on time.
• Prepare reports and evaluative materials that provide leadership with the information necessary to support decisions and program oversight.
• Collect, organize, and analyze information related to external inquiries and assist with preparing timely and accurate responses.
• Locate, assemble, and prepare briefing materials, presentations, talking points, reports, and other executive-level products using multiple information sources.
• Coordinate meetings and events, prepare agendas and supporting materials, capture detailed notes, develop meeting minutes, and track resulting action items through completion.
• Route meeting minutes and other documentation for review and approval and disseminate approved information to appropriate stakeholders.
• Assist with coordination and information sharing across organizational branches to promote alignment, consistency, and effective execution of programs and projects.
• Provide recommendations to leadership regarding administrative processes, project coordination, workflow improvements, and achievement of program objectives.
• Support branch-specific technical and administrative tasks necessary to maintain continuous and efficient business operations.
• Prepare technical documentation related to branch-specific systems, software, processes, or administrative procedures.
• Ensure assigned activities are performed in accordance with applicable cybersecurity and information assurance requirements.
• Perform routine operational support functions, including supply coordination, office equipment monitoring, phone roster maintenance, and other administrative requirements.
• Process security-related information in accordance with applicable SSP security procedures and organizational requirements.
• Escort non-cleared personnel within secured areas when authorized and permitted by clearance status and applicable security procedures.
• Independently identify and resolve administrative problems, workflow challenges, scheduling conflicts, and other issues affecting office operations.
• Exercise sound judgment and discretion when handling sensitive, confidential, classified, or executive-level information.

What We Are Looking For

The successful candidate will be a highly organized and proactive executive support professional who understands how to operate effectively in a senior-level military and federal environment. This individual should be able to anticipate needs, maintain control of complex schedules and workflows, communicate professionally with senior stakeholders, and independently resolve administrative challenges before they affect mission execution.

This role is ideal for someone who takes pride in being the person senior leaders can rely on to keep priorities organized, information moving, and critical actions on track.

Required Qualifications

• 6 years demonstrated experience providing senior-level executive, administrative, or operational support within the Department of Defense, federal government, military, or a comparable complex organization.
• Prior experience supporting Senior Executive Service members, flag officers, general officers, senior military leaders, or senior federal executives.
• AS degree required at a minimum.
• Demonstrated experience managing complex executive calendars, appointments, meetings, deadlines, and competing priorities.
• Experience coordinating official government travel and working with the Defense Travel System.
• Strong knowledge of professional correspondence, document preparation, and executive-level written communication.
• Experience maintaining electronic and physical records in accordance with established records management policies and procedures.
• Demonstrated ability to create and manage task trackers, suspense systems, action-item logs, and workflow processes.
• Experience preparing meeting materials, taking detailed meeting notes, producing minutes, and tracking actions through completion.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and related collaboration tools.
• Ability to gather information from multiple sources and transform it into clear reports, presentations, correspondence, and decision-support materials.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and problem-solving abilities.
• Ability to work independently, anticipate leadership requirements, and make sound administrative decisions with limited supervision.
• Demonstrated ability to handle multiple high-priority assignments while maintaining accuracy and attention to detail.
• Ability to appropriately handle sensitive and classified information.

Preferred Qualifications

• Previous experience supporting the Department of the Navy or Navy Strategic Systems Programs.
• BA/BS degree highly preferred.
• Familiarity with Navy correspondence, directives, and records management requirements.
• Experience with the Navy Correspondence Manual, Navy Directives Management Manual, and Navy Records Management Manual.
• Experience using SMARTS, SEAS, or similar government records and workflow management systems.
• Experience working within a secure DoD facility or classified environment.
• Experience providing administrative support to technical, engineering, acquisition, or program management organizations.
• Familiarity with cybersecurity and information assurance requirements in a DoD environment.

Security Clearance

• An active and fully adjudicated secret clearance is REQUIRED

• Employer-provided paid Medical / Dental / Vision insurance.
• Employer matching 401K plan.
• PTO
• 11 Federal Holidays
• Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance.