Executive Assistant

CyberMedia Technologies; Miami (FL); On-site; USD 65,000 - 85,000; Full time

Job summary

CyberMedia Technologies is seeking an experienced Executive Assistant to provide high-level administrative support to a PMO in Miami. The role requires coordinating meetings, calendars, travel, and communications across stakeholders to enable effective execution of PMO priorities.

The ideal candidate will have a Bachelor’s degree and at least five years of executive administrative or PMO support experience, plus strong document preparation and problem-solving skills. CBP BI clearance preferred.

Qualifications

• Bachelor’s Degree required.
• Minimum of five (5) years of executive administrative or PMO support experience.
• Experience coordinating with senior leaders and PMO staff.

Responsibilities

• Facilitate meetings with agendas and objectives.
• Document and track action items and meeting minutes.
• Coordinate calendars and travel using federal systems.
• Prepare briefing materials for leadership.
• Provide expense report support and reconciliation.
• Draft memoranda and official documents.
• Train and support contractors as needed.

Skills

Executive support

Communication

Time management

Stakeholder coordination

Education

Bachelor's degree

Tools

Concur

MS Office

Job description

CTEC is a leading technology firm that provides modernization, digital transformation, and application development services to the U.S. Federal Government. Headquartered in McLean, VA, CTEC has over 300 team members working on mission‑critical systems and projects for agencies such as the Department of Homeland Security, Internal Revenue Service, and the Office of Personnel Management. The work we do effects millions of U.S. citizens daily as they interact with the systems we build. Our best‑in‑class commercial solutions, modified for our customers’ bespoke mission requirements, are enabling this future every day.

The Company has experienced rapid growth over the past three years and recently received a strategic investment from Main Street Capital Corporation (NYSE: MAIN). In addition to our recent growth in Federal Civilian agencies, we are seeking to expand our capabilities in cloud development and footprint in national‑security focused agencies within the Department of Defense and U.S. Intelligence Community.

We are seeking an experienced Executive Assistant to provide high‑level administrative and operational support to a Program Management Office (PMO). The role will serve as a key facilitator for meetings, communications, and administrative processes, ensuring smooth coordination across stakeholders and enabling effective execution of PMO priorities.

Key Responsibilities

• Serve as facilitator for meetings and working sessions, including agenda setting, time management, and ensuring adherence to meeting objectives.
• Track, document, and follow up on action items to ensure timely completion and closure.
• Prepare and distribute meeting minutes, status updates, and stakeholder communications.
• Support planning and execution of meetings with clear goals and actionable outcomes.
• Act as the first point of contact for the supported manager, triaging requests and prioritizing communications.
• Coordinate calendars, meetings, travel arrangements, and logistics using approved federal travel systems (e.g., CGE Concur).
• Prepare agendas, briefing materials, and ensure leadership is fully prepared for meetings and travel.
• Provide expense report support and reconciliation assistance.
• Manage incoming calls, visitors, correspondence, and general administrative workflows.
• Develop, implement, and maintain administrative systems, procedures, and documentation standards.
• Draft memoranda, reports, and other official documents as required.
• Perform quality control review of incoming documents, taskers, and correspondence prior to routing for approval.
• Coordinate closely with other administrative assistants and PMO staff to ensure alignment of tasks and communications.
• Support training coordination activities in partnership with training coordinators and leadership teams.
• Assist with special projects including research, documentation, and basic analysis as needed.
• Provide cross‑training support for new Executive Assistant contractors when required.

Required Qualifications

• Bachelor’s Degree required.
• Minimum of five (5) or more years of experience in executive administrative or PMO support roles.

Clearance

• CBP BI Clearance preferred.

Cybermedia Technologies, Inc. is a proud Equal Opportunity Employer! (EOE; M/F/D/V)

Reasonable accommodation(s) may be made to enable individuals with disabilities to perform essential functions of this position.

Candidate(s) will be required to go through pre‑employment screening.