Executive Assistant with Security Clearance

Galapagos Federal Systems; Washington (District of Columbia); On-site; USD 85,000 - 95,000; Full time

Job summary

Rivet Operations Company LLC is seeking an Executive Assistant to oversee and manage all Rivet personnel supporting SSP. The role operates at SSP Headquarters, Washington Navy Yard, DC, and NOTU in Cape Canaveral, FL, on-site only.

The position combines program leadership with an Office Manager role at SSP Headquarters, ensuring uninterrupted support, timely onboarding, and contract reporting while coordinating daily office functions.

Qualifications

• Associates degree or equivalent is required; Bachelors degree is preferred.
• 5+ years of administrative experience, including supporting SES or executives.
• Experience managing staff on a DoD or Navy service contract, including reporting deliverables, CPARS, and contract transitions.
• Proven experience supervising administrative or clerical staff, including scheduling coverage, onboarding, and training.

Responsibilities

• Supervise all Office Managers and Administrative Assistants at SSP Headquarters and NOTU.
• Keep branches covered during absences, reassignments, and turnover; coordinate telework requests with branch POC and COR.
• Deliver monthly manpower reporting and training records.

Skills

Administrative experience

Staff management

Security clearance

Communication

Microsoft Office

Education

Associates degree

Bachelor’s degree preferred

Tools

DTS

SMARTS

SEAS

DISS

Job description

Overview Job Title: Executive Assistant Location: Washington, DC Rivet Operations Company is looking for a Executive Assistant to oversee and manage all Rivet personnel supporting Strategic Systems Programs (SSP). The team works at SSP Headquarters, Washington Navy Yard, DC, and at the Naval Ordnance Testing Unit (NOTU) in Cape Canaveral, FL. This is a single, full-time, on-site position (40 hours per week). It combines program leadership with a working Office Manager seat at SSP Headquarters. This role keeps support running without interruption. It covers every assigned branch, meets onboarding and replacement deadlines, delivers monthly contract reports, and leads quality reviews and transitions. It also handles daily Office Manager work for its assigned branch.

Key Responsibilities

• Supervise all Office Managers and Administrative Assistants at SSP Headquarters and NOTU. Assign work, set priorities, and handle escalated performance and administrative issues.
• Keep every branch covered whenever SSP is open, including during absences, reassignments, and turnover. Send telework requests to the branch or technical point of contact and the COR for approval.
• Deliver various monthly man-hour reporting and training records.
• Make sure staff follow SSP check-in and checkout procedures, meet DD Form 254 security requirements, and turn in Common Access Cards (CACs) when they leave.
• Arrange Defense Travel System (DTS) travel according to SSP travel policy and procedures.
• Prepare correspondence, memoranda, and other business documents according to the Navy Correspondence Manual.
• Create and maintain office files and branch records according to Navy Correspondence Manual.
• Maintain work unit calendars and coordinate meetings, conference rooms, and video teleconferences (VTCs).
• Process security information according to the SSP Security Manual. Requirements Required Qualifications

Required Qualifications

• U.S. citizenship and ability to maintain a Secret security clearance.
• Ability to obtain and maintain a Department of Defense Common Access Card (CAC) for access to Navy networks and facilities.
• Associates degree or equivalent is required; Bachelors degree is preferred.
• Experience managing staff on a DoD or Navy service contract, including reporting deliverables, CPARS, and contract transitions.Proven experience supervising administrative or clerical staff, including scheduling coverage, onboarding, and training.
• 5+ or more years of administrative experience, including past support to SES members or other executives.Familiarity with DTS, SMARTS, SEAS, the Defense Information System for Security (DISS), and Navy correspondence and records management standards is desired.
• Experience scheduling appointments and handling professional emails.
• Sound professional judgment and initiative, and the ability to work independently, collaboratively, and under strict deadlines.
• Skill in formatting, processing, and maintaining records for official documents.
• Proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.
• Excellent verbal and written communication skills.

Benefits

Benefits: Rivet offers a comprehensive benefits package including a liberal vacation plan, a matching retirement program, and competitive salaries commensurate with skills and experience. For more information about our organization, please visit our web site at www.rivetopsllc.com.

Physical Requirements

Physical Requirements:Work may involve sitting or standing for extended periods of time. Position may require typing and reading from a computer screen. Must have sufficient mobility, including but not limited to bending, reaching, and kneeling to complete daily duties in a timely and efficient manner. There is a possibility that due to parking availability and location of work, walking moderate to long distance may be required. Possible lifting up to 40 lbs.

Equal Opportunity Employment

Rivet Operations Company LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing. Positions functions and qualifications may vary depending on business needs. Rivet Operations Company 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.

Salary

Posted Salary Range USD $85,000.00 - USD $95,000.00 /Yr.