Executive Assistant with Security Clearance

Galapagos Federal Systems; Colorado Springs (CO); On-site; USD 115,000 - 125,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Disability Insurance

Life Insurance

Flexible Spending Accounts

401(k)

Paid Parental Leave

Military Differential

Tuition reimbursement

Paid federal holidays

Job summary

Galapagos Federal Systems is seeking an Executive Assistant to support USSF through high-level administrative and logistical tasks for senior leaders within the Space Systems Command. The role includes coordinating calendars, meetings, and critical documentation in a fast-paced, mission-driven environment.

The ideal candidate will hold a Bachelor's degree (or equivalent experience) and possess an active TS/SCI clearance, with 5+ years in executive support, program assistance, or staff officer

Qualifications

• Active TS/SCI clearance required.
• 5+ years of executive-level admin, staff officer, or program support in DoD or federal environments.
• Experience using ETMS2 or similar task management systems.
• Knowledge of program management concepts and processes.
• Experience supporting a Space Program Office, MAJCOM, or FLDCOM desirable.
• Ability to manage multiple priorities and deadlines in fast-paced settings.
• Experience coordinating with program leadership and senior government stakeholders.

Responsibilities

• Coordinate daily Senior Leader activities with SYD 81, PAE-Infrastructure leadership, staff coordinators, DPAE, and PSAs.
• Manage SML and ML calendars, correspondence, meeting schedules, and logistics.
• Coordinate SYD-level meetings, including Teams support, readiness, and visitor access requirements.
• Collect and consolidate readiness data, RSVPs, and VARs from SYD staff.
• Support facilities, supplies, records, and documentation management for SML.
• Track actions in ETMS2, assign tasks, and monitor status.
• Prepare and distribute Weekly Activity Reports and other program docs for leadership.
• Collaborate with cross-functional teams and senior government stakeholders.

Skills

TS/SCI Clearance

5+ years DoD/government support

ETMS2 experience

Program management basics

Space program office exposure

Multi-priority management

Stakeholder coordination

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 The Executive Assistant will:

• 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 The Executive Assistant must have:

• 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 The Executive Assistant must meet the following: Required

• 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
• Military Differential
• 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.
• Posted Salary Range USD $115,000.00 - USD $125,000.00 /Yr.

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. The final salary offered within the posted range will be based on the candidate's qualifications, experience, skills, education, and other job-related factors.