Executive Assistant II

Adeptus Solutions, Inc; United States; On-site; USD 55,000 - 85,000; Full time

Job summary

Adeptus Solutions, Inc. is seeking an experienced Executive Assistant II to provide specialized administrative, operational, and project coordination support in a federal government environment.

The role requires strong organizational, written and verbal communication skills, with a track record supporting executive leadership, project administration, and complex operations. Ability to manage sensitive information and multiple priorities is essential.

Qualifications

• Six+ years of experience providing executive administrative support, project coordination, or similar functions.
• Bachelor's degree or 10+ years of relevant experience as per RFP requirements.
• Experience performing complex administrative duties requiring independent judgment and discretion.
• Experience monitoring project activities, budgets, or expenditures.
• Ability to conduct research, analyze information, and prepare executive reports and briefings.
• Experience coordinating secretarial, clerical, and administrative support functions.

Responsibilities

• Provide specialized administrative and operational support to executive leadership and units.
• Perform complex, nonroutine administrative duties with independent judgment and discretion.
• Prepare, review, and coordinate executive correspondence, reports, and presentations.
• Manage priorities and ensure timely completion of executive support activities.
• Maintain confidential records per policies and procedures.
• Support executive decision-making through accurate documentation and coordination.
• Monitor project activities, schedules, deliverables, and financial information.
• Prepare project status reports and financial summaries.

Skills

Executive support

Project coordination

Communication

Research & analysis

Briefings

MS Office

Education

Bachelor's degree in Business Administration, Management, Communications, or related field

Ten years of relevant professional experience

Tools

Microsoft Office

Job description

Adeptus Solutions, Inc. is seeking an experienced, highly organized, and detail-oriented Executive Assistant II (Level II) to provide specialized administrative, operational, and project coordination support in a federal government environment.

The successful candidate will be responsible for performing complex, nonroutine administrative duties requiring independent judgment, initiative, discretion, and strong analytical capabilities. Responsibilities include monitoring project activities and financial information, conducting research and analysis, preparing executive-level briefings, coordinating administrative support functions, and assisting with organizational initiatives.

This position requires a professional capable of managing competing priorities, handling sensitive information, and providing comprehensive administrative support while maintaining accuracy, efficiency, and compliance with established procedures.

The ideal candidate will demonstrate exceptional organizational skills, strong written and verbal communication abilities, and proven experience supporting executive leadership, project administration, and complex operational requirements.

Key Responsibilities

Executive Administrative Support

• Provide specialized administrative and operational support to executive leadership, management personnel, and assigned functional units.

• Perform complex, nonroutine administrative duties requiring independent judgment, initiative, and discretion.

• Prepare, review, and coordinate executive correspondence, memoranda, reports, presentations, and other official documentation.

• Manage administrative priorities, coordinate assignments, and ensure timely completion of executive support activities.

• Maintain confidential records and sensitive organizational information in accordance with established policies and procedures.

• Support executive decision-making through accurate documentation, research, and administrative coordination.

Project Administration and Financial Monitoring

• Monitor project activities, schedules, deliverables, and financial information within assigned functional units.

• Assist with tracking project expenditures, budgets, and financial reporting requirements.

• Collect, organize, and analyze operational and financial information to support management oversight.

• Identify administrative discrepancies, project delays, and potential operational concerns.

• Prepare project status reports, financial summaries, and recommendations for management review.

• Coordinate project-related documentation, administrative activities, and follow-up requirements.

Research, Analysis, and Executive Briefings

• Conduct research, information collection, and analysis to support executive leadership and organizational objectives.

• Prepare complex executive briefings, reports, presentations, and supporting documentation.

• Analyze administrative, operational, and project-related information to identify trends, issues, and opportunities for improvement.

• Develop written summaries, recommendations, and briefing materials for management consideration.

• Ensure reports and executive materials are accurate, comprehensive, and professionally presented.

• Coordinate the collection and consolidation of information from multiple departments and stakeholders.

Administrative Coordination and Office Operations

• Coordinate secretarial, clerical, and administrative support functions within assigned organizational units.

• Support the development and implementation of administrative procedures and operational workflows.

• Organize meetings, conferences, briefings, and organizational events.

• Assist with office relocations, workspace coordination, logistical planning, and related administrative requirements.

• Coordinate administrative resources, documentation, and communications to support efficient office operations.

• Identify opportunities to streamline administrative processes and improve organizational effectiveness.

Stakeholder Communication and Organizational Support

• Serve as a professional liaison between executive leadership, internal departments, government representatives, and external stakeholders.

• Coordinate communications, administrative requests, and information exchanges across organizational teams.

• Maintain effective working relationships with multidisciplinary personnel and management officials.

• Exercise sound judgment and discretion when addressing sensitive administrative or operational matters.

• Support special projects, organizational initiatives, and additional administrative requirements as assigned.

• Perform additional executive support and administrative duties consistent with contract requirements.

Required Qualifications

• Minimum of six (6) years of relevant professional experience performing executive administrative support, project coordination, or specialized administrative functions.

• Bachelor's degree in Business Administration, Management, Communications, or a related field OR ten (10) years of relevant professional experience, consistent with RFP requirements.

• Demonstrated experience performing complex administrative duties requiring independent judgment, initiative, and discretion.

• Experience monitoring project activities, financial information, budgets, or operational expenditures.

• Proven ability to conduct research, collect and analyze information, and prepare executive-level reports and briefings.

• Experience coordinating secretarial, clerical, and administrative support functions.

• Demonstrated ability to prepare professional correspondence, management reports, presentations, and recommendations.

• Experience supporting project administration, event coordination, or office operations.

• Strong organizational, analytical, and problem-solving capabilities.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.

• Demonstrated ability to manage multiple priorities and meet established deadlines.

• Ability to maintain confidentiality and exercise sound professional judgment when handling sensitive information.

• Strong interpersonal skills and the ability to collaborate effectively with executive leadership and multidisciplinary teams.

Preferred Qualifications

• Experience providing specialized executive administrative support within a federal government agency or government contracting environment.

• Experience supporting Department of War (DoW) or other federal government agencies.

• Familiarity with federal government administrative procedures, documentation requirements, and organizational protocols.

• Experience monitoring project budgets, financial reports, and operational performance metrics.

• Demonstrated experience developing executive briefings, analytical reports, and management recommendations.

• Experience coordinating administrative personnel, office operations, and organizational support activities.

• Familiarity with federal records management practices and government administrative systems.

• Experience supporting office relocations, organizational events, conferences, and special projects.

• Knowledge of administrative process improvement methodologies and operational efficiency practices.

• Active U.S. Government security clearance, if applicable to contract requirements.

Work Environment

• Work location and reporting requirements will be determined by contract specifications.

• Full-time position supporting federal government executive administrative and operational requirements.

• Must be available to collaborate with government representatives, executive leadership, and contractor personnel during established business hours.

• May require participation in executive briefings, project meetings, administrative coordination activities, and organizational events.

• Additional work hours may be necessary to accommodate executive schedules, project deadlines, and mission requirements.

Adeptus Solutions, Inc. is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to any status protected by applicable federal, state, or local law.