Executive Assistant US Space Force

US Federal Solutions; Virginia; On-site; USD 85,000 - 120,000; Full time

Benefits offered by this job

Medical, Dental & Vision insurance

401K plan

PTO

11 Federal Holidays

Disability & Life Insurance

Job summary

US Federal Solutions is seeking a highly experienced Senior Secretariat Support Specialist to provide executive-level administrative support to senior leadership within the US Space Force. This role involves coordinating with generals, senior civilians, and external stakeholders, managing workflows, and ensuring precise documentation.

Responsibilities include calendar management, meeting planning, travel support through the Defense Travel System, and preparation of briefings and correspondence

Qualifications

• Must have a minimum of 4 years applicable experience supporting federal leaders.
• 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/Space Force customs, courtesies, and senior leader protocols.
• Strong written and verbal communication skills with a high standard for quality and professionalism.

Responsibilities

• Manage and maintain calendars for senior leadership, including General Officers.
• Front line for phone calls and visitors, routing inquiries and coordinating visits.
• Maintain daily schedules and ensure leadership priorities are executed smoothly.
• Draft, edit, and prepare high-quality correspondence and briefings.
• Track and manage suspenses to keep deadlines met and leadership informed.
• Maintain official files and records per Air Force and organizational guidelines.
• Manage the Task Management Tool and related workflow mailboxes, assign tasks and track through closure.
• Prepare weekly status reports, suspense updates, and briefing slides for staff meetings.

Skills

Executive support

Secretariat support

Calendar management

Travel coordination

Education

Bachelor's degree

Tools

DTS

SharePoint

Air Force Portal

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 Headquarters Space Force Director of Staff (SF/DS) and Chief Human Capital Office (S1). 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 US Space Force
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 US Space Force. This role is ideal for a polished professional who understands Air/Space 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.

• 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/Space 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.