Executive Assistant

KaiHonua; Colorado Springs (CO); On-site; USD 117,000 - 127,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Flexible Spending Accounts

401(k)

Paid Time Off (PTO)

Paid Parental Leave

Tuition reimbursement

Paid federal holidays

Job summary

A technology solutions provider is searching for a highly skilled Executive Assistant in Colorado Springs. This position supports operational excellence within a pivotal department. Responsibilities include coordinating executive schedules, managing travel, and providing high-level administrative support, all in a high-visibility environment. The ideal candidate will possess over a decade of relevant DoD experience and an active Top Secret clearance. Exceptional communication and organizational skills, along with discretion, are crucial for success in this role. Competitive salary range of $117,000 to $127,000 per year is offered.

Qualifications

• Must have an active DoD Top Secret clearance.
• Minimum of 10 years of experience supporting DoD environments.
• Proven experience in executive-level support including scheduling and travel planning.

Responsibilities

• Coordinate and manage executive scheduling and travel arrangements.
• Plan and support meetings and executive engagements.
• Serve as a liaison between executives and stakeholders.
• Handle classified and confidential information discreetly.

Skills

Active DoD Top Secret clearance

10 years of relevant DoD experience

Executive-level support

Exceptional organizational skills

Strong analytical and problem-solving skills

Excellent communication skills

Self-motivated and proactive

Experience with secure facilities

Education

Master's degree

Job description

Overview

Galapagos Federal Systems LLC is seeking a highly skilled and motivated Executive Assistant to join a high-performing team committed to operational excellence and mission success. As a key member of the Headquarters Space Training and Readiness Command's Plans, Programs, and Requirements Directorate, the Executive Assistant will play a critical role in supporting the Directorate's day-to-day operations and leadership priorities. This position requires a proactive, detail-oriented professional capable of delivering senior-level executive administrative support in a fast-paced, high-visibility environment. The ideal candidate will demonstrate a proven track record of supporting mission-critical programs, possess exceptional organizational and communication skills, and excel at managing competing priorities with minimal supervision while maintaining the highest standards of professionalism and discretion.

Key Responsibilities

• Coordinate and manage all aspects of executive scheduling, including complex calendars and intricate domestic and international travel arrangements using the Defense Travel System (DTS)
• Plan, coordinate, and support meetings, conferences, and executive engagements, ensuring seamless logistics, agenda preparation and distribution, and effective communication among participants
• Serve as a trusted liaison between executives and internal and external stakeholders, professionally managing correspondence, phone calls, and email communications
• Anticipate executive needs and preferences, proactively addressing requirements to ensure continuity of operations and leadership effectiveness
• Handle classified, sensitive, and confidential information with the highest level of discretion, professionalism, and compliance with security requirements
• Manage special projects and executive-directed initiatives, ensuring timely execution, attention to detail, and high-quality deliverables
• Identify potential scheduling conflicts or operational issues in advance and implement proactive, solutions-oriented actions to mitigate risks
• Operate independently with minimal supervision while effectively collaborating with senior leadership and team members to support mission objectives
• Utilize Microsoft Office applications to prepare correspondence, reports, briefings, and executive materials
• Support the management of secure facility spaces, as required

Responsibilities

Skills and Experience

• Active DoD Top Secret clearance with SCI eligibility; must be willing and able to successfully complete a Government Counterintelligence Scope Polygraph, if required
• Minimum of 10 years of relevant DoD experience, including recent experience (within the past five years) supporting SAP and/or SCI environments
• Demonstrated experience providing comprehensive executive-level support, including calendar management, meeting facilitation, task coordination, and travel planning with working knowledge of the Defense Travel System
• Exceptional organizational skills with the ability to prioritize competing deadlines, multitask effectively, and operate autonomously in a fast-paced environment
• Strong analytical, problem-solving, writing, and editing skills, with meticulous attention to detail
• Excellent verbal and written communication skills, with the ability to interact professionally across all levels of leadership and external stakeholders
• Self-motivated, proactive professional who anticipates issues, mitigates risks, and drives solutions rather than reacting to problems
• Experience managing or supporting secure facilities is highly desirable

Education and Certifications

Required

• Master's degree (waiverable)

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Paid Parental Leave
• Tuition reimbursement
• Paid federal holidays

Security Clearance

Must be a U.S. Citizen. A high-level Department of Defense active security clearance is/may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements

Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner, and that may include lifting up to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. We deliver professional services in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services. Leveraging over 30 years of providing IT services to the federal & commercial market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions. Galapagos Federal Systems, LLC is an equal opportunity employer. Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

Posted Salary Range

USD $117,000.00 - USD $127,000.00 /Yr. Please Apply at: https://www.aplitrak.com/?adid=YmJnZW5lcmljLjIzMjU0Ljg3NjBAaG9udXNlcnZpY2VzY29tcC5hcGxpdHJhay5jb20