Mid-Level Executive Administrative Specialist

Dobbs Defense Solutions, LLC; Washington (District of Columbia); Hybrid; USD 111,000 - 115,000; Full time

Job summary

Dobbs Defense Solutions is seeking an Executive Administrative Specialist to provide professional, proactive administrative support to the U.S. Coast Guard Office of the Chief Information Officer (OCIO).

The role emphasizes mission-oriented assistance, calendar management, travel planning, and executive communication. The ideal candidate will have an Associate’s degree (or equivalent) with extensive senior-executive support experience, excellent written and verbal communication skills, and

Qualifications

• Associate’s degree plus 10 years experience supporting Senior Executives; or high school diploma with vocational/military certification plus 14 years.
• Proven experience directly supporting SES, Flag Officer, or equivalent leadership.
• Excellent verbal and written communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and ability to operate standard office equipment; minimum typing speed of 45 words per minute.

Responsibilities

• Independently provide executive administrative and responsive secretarial support, manage calendars, coordinate travel, and track deadlines.
• Draft, review, and edit correspondence, reports, summaries, and briefings in accordance with applicable organizational standards.
• Plan and Coordinate events, town halls, all-hands, meetings, conferences, and other official gatherings
• Assist with administrative guidance, procedures, and policies supporting training, and travel budgets, deadline tracking, space planning, personnel administration, record management, logistics and asset tracking.
• Conduct research, consolidate information, and prepare (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
• Advise leadership and staff on recurring administrative requirements and impact of changes to organizational functions.

Skills

Executive support

Calendar management

Communication skills

Typing speed 45 wpm

Professional correspondence

Education

Associate’s degree

High school diploma with vocational certification

Tools

MS Office suite

Job description

Our Mission:

At Dobbs Defense, we deliver mission-centric IT, Cyber, and data analytics solutions for our government and commercial clients through the convergence of automation, innovation, training, and education. Delivering high-quality IT, cybersecurity, and data analytics solutions through proven and innovative methods is our vision.

Job Description:

Dobbs Defense Solutions is seeking an Executive Administrative Specialist to provide professional and proactive mission-oriented administrative support to the assigned U.S. Coast Guard Office of the Chief Information Officer (OCIO) office.

Duties:

• Independently provide executive administrativeand responsive secretarial support , manage calendars, coordinate travel, and track deadlines and recurring office requirements.
• Draft, review, and edit correspondence, reports, summaries, and briefings in accordance withapplicable organizational standards.
• Plan and Coordinate events, town halls, all-hands, meetings, conferences, and other official gatherings
• Assist with administrative guidance, procedures, and policies supporting training, and travel budgets, deadline tracking, space planning, personnel administration, record management, logistics and asset tracking.
• Conduct research, consolidate information, and prepare (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
• Advise leadership and staff on recurring administrative requirements and impact of changes toorganizational functions.

Qualifications:

Required Education and Experience:

• Associate’s degree plus 10 years (4 supporting senior executives); or high school diploma with relevant vocational/military certification plus 14 years (6 supporting senior executives). Degrees must be from accredited institutions in Business Administration or a related field.
• Proven experience directly supporting Senior Executive Service (SES), Flag Officer (Admiral), or equivalent leadership, including senior-level protocols and staffing requirement.
• Excellent communication skills both verbally and written
• Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook: Mail, Calendar, and File Functions) and ability to independently operate standard office and teleconference/video conference equipment; and minimum typing speed of 45 words per minute.

Working Environment:

Onsite

Required Clearance:

Public Trust

Our Equal Employment Opportunity Policy:

Dobbs Defense Solutions is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth or breastfeeding), sexual orientation, gender or gender identity (except where gender is a bona fide occupational qualification), gender expression and transgender status, national origin, ancestry, age, disability, military or veteran status, marital or domestic partner status, genetic information, citizenship, low-income status or any other status or characteristic protected by applicable law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits, and all other privileges, terms, and conditions of employment.

HUBZone Requirement:

Dobbs Defense Solutions is a certified HUBZone small business and must maintain compliance with applicable SBA HUBZone requirements. As part of the hiring and compliance process, applicable candidates may be required to provide proof of residency and other documentation to verify HUBZone eligibility. Employees are expected to provide requested documentation and maintain applicable residency requirements throughout employment.

Salary Range:

Pay range information will be disclosed consistent with applicable state and local pay transparency laws once available. For this position, the anticipated salary range is $110,968.00-$115,400.00, depending on experience and qualifications.