Senior Executive Administrative Specialist

Dobbs Defense Solutions, LLC; Washington (District of Columbia); Hybrid; USD 125,000 - 135,000; Full time

Job summary

Dobbs Defense Solutions, LLC is seeking an Executive Administrative Specialist to provide proactive, mission-oriented administrative support to the U.S. Coast Guard OCIO office onsite in Washington, DC.

The role emphasizes senior-level calendar management, travel coordination, and executive communications. Required are a strong track record supporting SES or equivalent executives, excellent written and verbal skills, and advanced MS Office proficiency.

Qualifications

• Bachelor’s degree in Business Administration or related field with 8 years of relevant administrative experience, including at least 2 years supporting senior executives; or an associate’s degree with 10 years of relevant experience, including at least 4 years supporting senior executives; or a high school diploma with relevant vocational or military certification plus 14 years of relevant experience, including at least 6 years supporting senior executives.
• Demonstrated experience directly supporting Senior Executive Service (SES), Flag Officer (Admiral), General Officer, or equivalent senior leadership, including knowledge of executive-level protocols, correspondence, coordination, and staffing requirements.
• Excellent written and verbal communication skills, with demonstrated ability to prepare and review professional correspondence and executive-level materials.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook (email, calendar, and file management), with the ability to independently operate standard office, teleconference, and video conference equipment. Minimum typing speed of 45 words per minute.

Responsibilities

• Provide senior-level executive administrative support, including complex calendar management, travel coordination, deadline tracking, and management of recurring office requirements and leadership priorities.
• Draft, review, edit, and coordinate executive correspondence, reports, summaries, briefings, and other official documentation in accordance with applicable organizational standards.
• Plan and coordinate executive meetings, conferences, town halls, all-hands meetings, and other official events, including scheduling, logistics, materials, and follow-up actions.
• Support administrative policies, procedures, and requirements related to training, travel budgets, personnel administration, space planning, records management, logistics, asset tracking, and organizational deadlines.
• Conduct research, consolidate information, and prepare leadership materials, including read-aheads, staffing packages, continuity documentation, standard operating procedures (SOPs), and other materials supporting leadership decision-making and office business rhythms.
• Advise leadership and staff on recurring administrative requirements, organizational procedures, deadlines, and the administrative impact of changes to policies, processes, or organizational functions.

Skills

Senior exec support

Calendar management

Travel coordination

MS Office suite

Typing 45 wpm

Education

Bachelor's degree + 8 years exp

Associate's degree + 10 years exp

High school diploma + 14 years exp

Tools

Video conferencing equipment

Teleconference setup

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 senior-level executive administrative support, including complex calendar management, travel coordination, deadline tracking, and management of recurring office requirements and leadership priorities.
• Draft, review, edit, and coordinate executive correspondence, reports, summaries, briefings, and other official documentation in accordance with applicable organizational standards.
• Plan and coordinate executive meetings, conferences, town halls, all-hands meetings, and other official events, including scheduling, logistics, materials, and follow-up actions.
• Support administrative policies, procedures, and requirements related to training, travel budgets, personnel administration, space planning, records management, logistics, asset tracking, and organizational deadlines.
• Conduct research, consolidate information, and prepare leadership materials, including read-aheads, staffing packages, continuity documentation, standard operating procedures (SOPs), and other materials supporting leadership decision-making and office business rhythms.
• Advise leadership and staff on recurring administrative requirements, organizational procedures, deadlines, and the administrative impact of changes to policies, processes, or organizational functions.

Qualifications: Required Education and Experience:

• Bachelor’s degree in Business Administration or a related field from an accredited institution plus 8 years of relevant administrative experience, including at least 2 years supporting senior executives; or an associate’s degree plus 10 years of relevant experience, including at least 4 years supporting senior executives; or a high school diploma with relevant vocational or military certification plus 14 years of relevant experience, including at least 6 years supporting senior executives.
• Demonstrated experience directly supporting Senior Executive Service (SES), Flag Officer (Admiral), General Officer, or equivalent senior leadership, including knowledge of executive-level protocols, correspondence, coordination, and staffing requirements.
• Excellent written and verbal communication skills, with demonstrated ability to prepare and review professional correspondence and executive-level materials.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook (email, calendar, and file management), with the ability to independently operate standard office, teleconference, and video conference equipment. 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 $124,800–$135,200 depending on experience and qualifications.