Executive Assistant

US Diversity Job Search; Colorado Springs (CO); On-site; USD 115,000 - 125,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k)

PTO

Paid Parental Leave

Military Differential

Tuition reimbursement

Paid federal holidays

Job summary

Galapagos Federal Systems LLC seeks an Executive Assistant to support US Space Force acquisition activities, providing executive-level admin and logistical support to senior leaders within SYD 81 PAE - Infrastructure Program Office.

The role requires active TS/SCI clearance, 5+ years in DoD-like environments, and experience using ETMS2 for task management. Bachelor’s degree preferred; benefits include comprehensive insurance and 401(k).

Qualifications

• Active TS/SCI clearance required.
• 5+ years of executive-level admin or program support experience in DoD/government.
• Experience with ETMS2 or similar task management systems.
• Knowledge of program management concepts and processes.

Responsibilities

• Coordinate daily Senior Leader activities across SYD 81 and program staff.
• Manage SML/ML calendars, correspondence, meetings, and logistics.
• Support SYD-level meetings including Teams, readiness, and access.
• Collect and consolidate readiness data and Visit Access Requests (VARs).
• Support facilities, supplies, records, and documentation management.
• Track actions in ETMS2 and monitor suspense dates.
• Prepare Weekly Activity Reports and other program documents for leadership.
• Collaborate with cross-functional teams and government stakeholders to support program objectives.

Skills

TS/SCI Clearance

Executive support

Program support

Education

Bachelor's degree

Tools

ETMS2

Job description

OverviewJob Summary

Galapagos Federal Systems LLC is seeking a highly organized and proactive Executive Assistant to support the United States Space Force (USSF) and critical acquisition activities. In this role, you will provide executive-level administrative and logistical support to a Senior Materiel Leader (SML) and Materiel Leader (ML) within the Space Systems Command System Delta (SYD) 81 PAE - Infrastructure Program Office. As a Program Support Administrator (PSA), you will help support program operations and the acquisition of Human Capital Management solutions for the USSF, contributing directly to mission success and organizational effectiveness.

Key Responsibilities

• Coordinate daily Senior Leader activities with SYD 81, PAE-Infrastructure leadership, staff coordinators, DPAE, and SML Program Support Administrators (PSAs)
• Manage SML and ML calendars, correspondence, meeting schedules, and logistics
• Coordinate SYD-level meetings, including Microsoft Teams support, meeting readiness, and visitor access requirements
• Collect and consolidate readiness data, RSVPs, and Visit Access Requests (VARs) from SYD staff
• Support SML-level facilities, supplies, records, and documentation management
• Manage and track actions within Enterprise Task Management Software Solution (ETMS2), including assigning and sub-assigning tasks
• Review task status, monitor suspense dates, and send notifications to ensure timely completion of assigned actions
• Prepare and distribute Weekly Activity Reports and other program documentation for government leadership
• Collaborate with cross-functional teams, program leadership, and senior government stakeholders to support program objectives and mission success

Requirements

Skills and Experience

• Active TS/SCI Clearance
• 5+ years of relevant experience providing executive-level administrative, staff officer, or program support within DoD, federal government, or similar mission-focused environments.
• Experience using Enterprise Task Management Software Solution (ETMS2) or similar task management systems
• Knowledge of program management concepts, processes, and best practices
• Experience supporting a Space Program Office, MAJCOM, or FLDCOM environment is highly desired
• Demonstrated ability to manage multiple priorities, deadlines, and administrative requirements in a fast-paced environment.
• Experience communicating and coordinating with program leadership and senior government stakeholders

Education and Certifications

• Required Bachelor's degree and/or relevant job experience in being a staff officer

Benefits

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

Security ClearanceMust 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.

The final salary offered within the posted range will be based on the candidate's qualifications, experience, skills, education, and other job-related factors. Posted Salary RangeUSD $115,000.00 - USD $125,000.00 /Yr.