Senior Administrative Executive Assistant

Guidance Consulting; Arlington (VA); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Executive Assistant to provide vital support to senior leadership within a dynamic and impactful environment. This role involves managing executive calendars, organizing travel, and facilitating communication between executives and stakeholders. The ideal candidate will have strong logistics experience, exceptional organizational skills, and the ability to maintain confidentiality. Join a team that values growth and offers a comprehensive benefits package while you contribute to critical missions that shape national defense strategies.

Benefits

Comprehensive Benefits Package

Professional Development Opportunities

Flexible Work Environment

Health Insurance

Retirement Plan

Qualifications

• 12+ years of experience in military or logistics roles.
• Proven ability to manage executive-level tasks efficiently.

Responsibilities

• Provide executive-level administrative support to senior leadership.
• Manage calendars, schedule meetings, and prepare agendas.

Skills

Logistics

Calendar Management

Communication Skills

MS Office Suite

Attention to Detail

Document Management

Education

High School Diploma

Bachelor's Degree

Tools

JSAP

TMT

ETMS2

CATAMS

Job description

Senior Administrative Executive Assistant

For nearly 50 years, CSA has delivered integrated technology and operational support services to meet the defense and federal sector's most complex enterprise needs. Working from operations centers and shipyards to training sites and program offices, CSA deploys experienced teams, innovative tools and proven processes to advance federal missions.

CSA Global Inc. is seeking a Senior Administrative Executive Assistant with Joint Logistics experience that will provide executive-level administrative support to senior leadership, including the Director for Logistics in the Joint Staff J4 office in the Pentagon. The Joint Staff Directorate of Logistics (J-4) leads the joint logistic enterprise to project and sustain military power across the globe and represents a U.S. comparative advantage that provides multiple options to our nation’s leadership and multiple dilemmas to potential adversaries. The Joint Staff J-4 exists to lead the joint logistic enterprise, assess and strengthen the joint force readiness, improve joint warfighting capability, enable globally integrated operations, and provide the best military advice to the Chairman of the Joints Chief of Staff.

How Your Role Will Make an Impact:

• The Senior Administrative Executive Assistant contractor shall provide executive-level administrative support to senior leadership, including the Director for Logistics ensuring calendar management, scheduling meetings, preparing meeting agendas, and taking minutes.
• Organize and maintain filing systems, both physical and digital, ensuring easy retrieval of important documents and information. Prepare and edit correspondence, reports, presentations, and other materials as required. Coordinate office activities, events, and travel arrangements for executives, ensuring smooth execution of all tasks.
• Calendar and Meeting Management- Efficiently manage executive calendars, coordinating meetings, appointments, and events. Ensure timely scheduling of meetings, handling rescheduling requests, and providing reminders to attendees. Take initiative to schedule and coordinate high-level meetings, including conference calls and video conferences, ensuring all logistical details are managed.
• Communication and Correspondence- Serve as the primary point of contact between executives and internal/external stakeholders. Draft, proofread, and send professional communication, including emails, letters, and memos. Maintain confidentiality and discretion when handling sensitive information. Screen phone calls, emails, and other communications, ensuring that important matters are addressed promptly.
• Document and Data Management- Manage and maintain executive and team documents and records, ensuring organization, security, and compliance with organizational standards. Create and maintain databases and spreadsheets for tracking and reporting purposes. Assist with the preparation and coordination of presentations and reports.
• Travel and Event Coordination- Arrange domestic and international travel, including flight bookings, accommodation, and transportation. Plan and coordinate logistics for business events, including team meetings, conferences, and client visits. Ensure that all travel and event arrangements align with the company’s policies and guidelines.
• Administrative Reporting and Project Management- Assist in tracking deadlines and deliverables for ongoing projects and report progress to leadership. Perform ad-hoc tasks and research as needed, providing support to team members or other departments.
• Provide administrative support during project phases by organizing timelines, schedules, and deliverable dates.
• Performance Objectives and Standards- Efficiency: Complete assigned tasks in a timely and accurate manner.
• Professionalism: Maintain professionalism and confidentiality in all interactions, correspondence, and tasks.
• Communication: Demonstrate strong written and verbal communication skills, ensuring clear and professional interactions with both internal and external stakeholders.
• Proactivity: Anticipate the needs of the executives and act without requiring constant direction.
• Attention to Detail: Ensure all documents, reports, and other materials are accurate, complete, and presented in a clear and organized manner.
• The Administrative Executive Assistant shall maintain confidentiality regarding all internal communications and documents. Sensitive or proprietary information must not be disclosed to unauthorized individuals or external parties.
• Will provide action officer support to enable the Joint Staff J4 Executive Office to successfully execute Chairman of the Joint Chiefs of Staff 10 USC responsibilities related to the Joint Staff J4. Action officer support is defined as acting on a project, for coordination of all staff activities, and assembling action packages for decision by the Government authority.

What You Will Need to Join Our Award-Winning Team:

• Clearance: Must possess and maintain an active TS clearance with SCI eligibility
• Experienced with web-based task management tools and tracking systems JSAP, TMT, ETMS2, CATAMS to be utilized for the Joint Staff to assign tasking to Action Officers.
• Competent and proficient in Logistics.
• Experience in an administrative or executive assistant role, with a demonstrated ability to handle a variety of office and executive tasks. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). Excellent organizational skills, attention to detail, and ability to handle multiple tasks simultaneously.
• Strong written and verbal communication skills. Ability to maintain a high level of professionalism and confidentiality. Ability to work independently and proactively.

What Sets You Apart:

• Experience working for the Joint Staff, Combatant Command staff, or Service Command staff.
• Twelve years of experience in the military.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Applicants may need to meet eligibility requirements for access to classified information; an active United States Department of Defense security clearance or the ability to obtain one may be required for this role.

As a federal contractor, CSA will abide by the client’s infectious disease protocols.

WE BELIEVE great companies know who they are and what they stand for. CSA’s common purpose and core values were purposefully developed to create a culture focused on unlocking the full potential of our people—so they are inspired to solve our clients’ toughest challenges. It’s no secret, we owe the past 18 years of our success to our outstanding and ambitious team members. To support our hard working team, we offer an environment focused on learning and growth, an awesome benefits package, and opportunities to build a long and successful career.

We are constantly on the hunt for talented, forward-thinking problem solvers with an energetic attitude and a strong work ethic to join our elite team of CSAers.

Be a part of CSA … do great things!

CSA is a Federal Contractor and an Equal Opportunity/Affirmative Action Employer.

If you are an individual with a disability and would like to request a reasonable workplace accommodation for any part of our employment process, please send an email to [e-mail] . Please indicate the specifics of the assistance needed. Assistance is reserved for individuals who are requesting a reasonable workplace accommodation. It is not intended for other purposes or inquiries. We’re an equal opportunity employer that empowers our people no matter their race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or veteran status or other protected characteristic.

Notification for current or previously cleared professionals:

Official U.S. Government information appearing in the public domain shall not automatically be considered UNCLASSIFIED or approved for public release. CSA recognizes that information contained in resumes of current or previously cleared professionals may be sensitive, contain potentially proprietary and/or protected information. Protected Information is considered classified, in the process of a classification determination, or unclassified, but protected by statute. Therefore, all resumes should be approved for public release by a U.S. Government Official with Original Classification Authority, prior to posting the resume to CSA’s applicant tracking system.
By submitting my resume, I understand that I am NOT authorized to upload content with Official U.S. Government information that is considered, sensitive, proprietary, or protected.