Executive Assistant with Security Clearance

Galapagos Federal Systems; Arlington (VA); On-site; USD 135,000 - 145,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

Flexible Spending Accounts

401(k)

Job summary

Galapagos Federal Systems LLC seeks an Executive Assistant to provide high-level administrative and logistical support to senior leaders within the Space Systems Command. The role supports a Senior Materiel Leader (SML) and a Materiel Leader (ML) in a fast-paced defense program, coordinating calendars, meetings, travel, and program coordination for USSF acquisition activities.

The ideal candidate has 5+ years of executive support experience, active TS/SCI clearance, and is adept at coordinating

Qualifications

• Active TS/SCI Clearance.
• 5+ years of executive-level administrative, staff officer, or program support experience.
• Experience using ETMS2 or similar task management systems.
• Knowledge of program management concepts, processes, and best practices.
• Experience supporting Space Program Office, MAJCOM, or FLDCOM environments 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.

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.

Skills

Executive support

Calendar management

Cross-functional coordination

Stakeholder communication

Education

Bachelor's degree

Tools

ETMS2

Job description

Overview Job 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

• 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
• Tuition reimbursement
• Paid federal holidays

Security Clearance Must 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.

Posted Salary Range USD $135,000.00 - USD $145,000.00 /Yr.