Executive Assistant

U.S. Federal Solutions, Inc.; Virginia (MN); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Employer-provided paid Medical / Dental / Vision insurance

Employer matching 401K plan

PTO

11 Federal Holidays

Voluntary Short / Long Term Disability, Term Life, and AD&D Insurance

Job summary

U.S. Federal Solutions, Inc. is seeking a highly experienced Senior Secretariat Support Specialist to provide executive-level administrative and secretariat support to leadership within the Office of the Secretary of the Air Force. This role involves interaction with senior leaders, requiring sound judgment and strong communication skills.

Responsibilities include managing calendars, drafting correspondence, coordinating meetings, and maintaining task management systems. The ideal candidate should have at least 4 years of experience in similar support roles, familiarity with Air Force protocols, and an active Secret Clearance.

Qualifications

• Minimum of 4 years applicable experience supporting federal leaders.
• Experience supporting Flag Officers.
• Active and adjudicated Secret Clearance.

Responsibilities

• Manage calendars for senior leadership, including General Officers.
• Draft and edit high-quality correspondence.
• Coordinate on-site and off-site meetings and events.

Skills

Executive support

Strong communication skills

Attention to detail

Task management

Familiarity with Air Force protocols

Education

Bachelor's degree

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.

Position Overview:

U.S. Federal Solutions is looking for an experienced professional to provide senior‑level secretariat and administrative support to the Office of the Office of the Secretary of the Air Force Workforce Management and Executive Services Directorate (SAF/FM). This role supports senior leaders at the Pentagon and involves regular interaction with general officers, senior civilians, and industry executives. It calls for sound judgment, strong communication skills, and a solid understanding of how government processes work.

Senior Secretariat Support Specialist

Supporting the Office of the Secretary of the Air Force (SAF)
Employer: US Federal Solutions

US Federal Solutions is seeking a highly experienced Senior Secretariat Support Specialist to provide executive‑level administrative and secretariat support to senior leadership within the Office of the Secretary of the Air Force. This role is ideal for a polished professional who understands Air Force culture, operates confidently in a fast‑paced senior leadership environment, and takes pride in precision, discretion, and follow‑through.

You will work closely with senior civilians, general officers, and external stakeholders, serving as a trusted partner in managing executive workflow, correspondence, tasking, and coordination across the organization.

What You Will Do

Executive & Secretariat Support

• Manage and maintain accurate, up‑to‑date calendars for senior leadership, including General Officers.
• Serve as the front line for phone calls and visitors, routing inquiries appropriately and coordinating visits with distinguished guests.
• Maintain daily schedules and ensure leadership priorities are executed smoothly.

Correspondence & Document Management

• Draft, edit, and prepare high‑quality correspondence including memorandums, reports, presentations, RTS emails, and briefings.
• Review correspondence requiring senior leader signatures to ensure accuracy, compliance with regulations, proper formatting, and complete attachments.
• Track and manage suspenses to ensure deadlines are met and leadership is kept informed.
• Maintain official files and records in accordance with Air Force and organizational guidelines.

Task Management & Workflow Coordination

• Manage the Task Management Tool (TMT) and related workflow mailboxes, assigning tasks within required timelines and tracking them from receipt through closure.
• Monitor 2‑letter tasking, distribute tasks to appropriate directorates, and ensure proper coordination.
• Prepare weekly status reports, suspense updates, and briefing slides for staff meetings.
• Check for new tasking daily and ensure timely assignment within 24 hours.

Meetings, Events & Travel

• Plan, coordinate, and organize on‑site and off‑site meetings and events, including securing facilities and coordinating materials.
• Distribute meeting documents, capture and post meeting minutes as required.
• Assist with Defense Travel System (DTS) actions, including travel authorizations and vouchers, in coordination with government approval authorities.

Personnel & Program Support

• Assist with tracking and staffing Officer and Enlisted evaluations (OPRs/EPRs) and Promotion Recommendation Forms (PRFs).
• Support preparation of military and civilian awards and decorations requiring senior leader signatures.
• Assist with Commanders and By‑Law programs, preparing status slides for weekly or bi‑weekly meetings.

Collaboration & Technology

• Support Video Teleconferences (VTCs).
• Maintain and update SharePoint and Air Force Portal pages, conducting quarterly reviews to ensure content remains current and accurate.
• Retrieve documents, conduct limited research, and support staff as needed.

Office Hours:

• 0800 to 1700 Monday through Friday
• Onsite at the Pentagon

What We’re Looking For

• Must have a minimum of 4 years applicable experience supporting federal leaders.
• Must have experience supporting Flag Officers
• Active and adjudicated Secret Clearance
• Bachelor's degree preferred.
• Extensive experience providing executive or secretariat support to senior government or military leadership.
• Familiarity with Air Force customs, courtesies, and senior leader protocols.
• Strong written and verbal communication skills with a high standard for quality and professionalism.
• Experience managing tasking systems, suspenses, and executive correspondence.
• Comfort interacting with general officers, senior civilians, and industry executives.
• Exceptional attention to detail, discretion, and organizational skills.
• Ability to manage competing priorities in a deadline‑driven environment.

• 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.