Senior Executive Administrative Support Professional

Tecolote Research, Inc.; Chantilly (VA); On-site; USD 100,000 - 120,000; Full time

Benefits offered by this job

Major Medical Insurance

Dental Insurance

Vision Insurance

Group Life Insurance

AD&D Insurance

Travel Accident Insurance

Long-Term Disability

Short-Term Disability (Voluntary)

Flexible Spending Account

Pension Plan

Employee Stock Ownership Plan

Paid Time Off

Job summary

Tecolote Research, Inc. seeks a Senior Executive Administrative Support Professional to support its SBST customer. The role requires disciplined, proactive executive support in a dynamic DoD environment, with calendar management, travel planning, and high attention to detail.

Candidates should have 10+ years of DoD admin experience, a BS/BA, TS/SCI eligibility, and strong MS Office skills. The position is full-time on-site in Chantilly, VA with a competitive salary and comprehensive benefits.

Qualifications

• Minimum 10 years of relevant DoD administrative experience.
• BS/BA required.
• Active TS/SCI eligibility required.
• Demonstrated experience providing senior-level executive administrative support within a fast-paced DoD environment.
• Strong proficiency in Microsoft Office Suite.
• Knowledge Tasker Management Tool (TMT) is desired.
• Exceptional verbal and written communication skills.
• Strong organizational skills, sound judgment, and the ability to manage multiple competing priorities with a high degree of accuracy and discretion.

Responsibilities

• Prepare, edit, format reports, papers, correspondence, and briefings for executive review and distribution while managing executive calendars, appointment schedules, and conference room coordination with a high level of accuracy and responsiveness.
• Exercise sound judgment in setting and adjusting priorities based on leadership intent, mission requirements, and evolving deadlines, while maintaining a clear understanding of key deliverables, interdependencies, and timeline impacts to ensure tasks are properly sequenced and tracked through completion.
• Identifying who needs to be informed, consulted, or engaged on time-sensitive or high-visibility matters and coordinating that information flow effectively.
• Anticipate executive needs and proactively organize complex information, schedules, and actions in a manner that alleviates logistical and administrative burdens from leadership.
• Responding to routine and non-routine administrative inquiries, escalating issues as appropriate, acting as Travel Clerk and performing DTS functions, including travel planning, voucher processing, and coordination of travel-related requirements, and coordinating, consolidating, distributing, and monitoring suspenses to ensure leadership remains informed of approaching deadlines, action owners, and status updates.
• Provide recommendations regarding administrative and office management processes and procedures to improve efficiency and effectiveness and will support senior leadership by ensuring materials are complete, accurate, prioritized, and aligned to decision-making needs.
• Assess, integrate, track, and coordinate information with external organizations and internal stakeholders.
• The individual will implement and maintain Division-approved processes to receive, disseminate, coordinate, track, and respond to external tasks, while monitoring taskings and suspense items for completeness, timeliness, and quality of response.
• Integrating all response materials and evaluating them for accuracy, completeness, and alignment with leadership guidance, as well as coordinating final response packages with Division leadership to ensure they are fully informed regarding the purpose, issues addressed, and responses provided.
• Identify risks to deadlines or deliverables and elevate concerns early to enable timely resolution, while serving as a central coordination point for complex administrative actions involving multiple contributors and organizations.
• Meeting and front office support responsibilities, such as assisting in obtaining, processing, and managing information flow across the organization and providing guidance and recommendations to organizational personnel for obtaining, processing, and managing administrative information.
• Collect, consolidate, review, and prepare briefing charts and read-ahead materials for Weekly Staff Meetings and other executive engagements, while maintaining action items, internal point papers, briefings, and follow-up requirements to support continuity and accountability.
• Provide administrative services support to the front office, including coordination of high-visibility meetings and leadership engagements, and will track meeting outcomes, decisions, and follow-on actions to ensure timely communication and execution.

Skills

DoD admin experience

Security clearance TS/SCI eligibility

Executive support

Microsoft Office Suite

Tasker Management Tool (TMT)

Verbal and written communication

Organizational skills

Prioritize multiple priorities

Education

BS/BA

High school diploma

Tools

Microsoft Office Suite

Tasker Management Tool (TMT)

Job description

Senior Executive Administrative Support Professional

Tecolote Research, Inc. is seeking a talented, self-driven individual for a position as a Senior Executive Administrative Assistant, supporting our SBST customer. The successful candidate will be highly organized, proactive, and capable of operating independently in a dynamic executive environment. This individual must demonstrate strong critical thinking skills, attention to detail, and the ability to anticipate requirements, manage complex administrative actions, and reduce logistical and coordination burdens for senior leadership.

Responsibilities

The Senior Executive Administrative Support professional will provide support through successful completion of the following duties:

• Prepare, edit, and format reports, papers, correspondence, and briefings for executive review and distribution while managing executive calendars, appointment schedules, and conference room coordination with a high level of accuracy and responsiveness.
• Exercise sound judgment in setting and adjusting priorities based on leadership intent, mission requirements, and evolving deadlines, while maintaining a clear understanding of key deliverables, interdependencies, and timeline impacts to ensure tasks are properly sequenced and tracked through completion.
• Identifying who needs to be informed, consulted, or engaged on time-sensitive or high-visibility matters and coordinating that information flow effectively.
• Anticipate executive needs and proactively organize complex information, schedules, and actions in a manner that alleviates logistical and administrative burdens from leadership.
• Responding to routine and non-routine administrative inquiries, escalating issues as appropriate, acting as Travel Clerk and performing DTS functions, including travel planning, voucher processing, and coordination of travel-related requirements, and coordinating, consolidating, distributing, and monitoring suspenses to ensure leadership remains informed of approaching deadlines, action owners, and status updates.
• Provide recommendations regarding administrative and office management processes and procedures to improve efficiency and effectiveness and will support senior leadership by ensuring materials are complete, accurate, prioritized, and aligned to decision-making needs.
• Assess, integrate, track, and coordinate information with external organizations and internal stakeholders.
• The individual will implement and maintain Division-approved processes to receive, disseminate, coordinate, track, and respond to external tasks, while monitoring taskings and suspense items for completeness, timeliness, and quality of response.
• Integrating all response materials and evaluating them for accuracy, completeness, and alignment with leadership guidance, as well as coordinating final response packages with Division leadership to ensure they are fully informed regarding the purpose, issues addressed, and responses provided.
• Identify risks to deadlines or deliverables and elevate concerns early to enable timely resolution, while serving as a central coordination point for complex administrative actions involving multiple contributors and organizations.
• Meeting and front office support responsibilities, such as assisting in obtaining, processing, and managing information flow across the organization and providing guidance and recommendations to organizational personnel for obtaining, processing, and managing administrative information.
• Collect, consolidate, review, and prepare briefing charts and read-ahead materials for Weekly Staff Meetings and other executive engagements, while maintaining action items, internal point papers, briefings, and follow-up requirements to support continuity and accountability.
• Provide administrative services support to the front office, including coordination of high-visibility meetings and leadership engagements, and will track meeting outcomes, decisions, and follow-on actions to ensure timely communication and execution.

Skills Required

Successful candidates will have the following skills/experience:

• Minimum 10 years of relevant DoD administrative experience
• BS/BA required
• Active security clearance with TS/SCI eligibility required
• Demonstrated experience providing senior-level executive administrative support within a fast-paced DoD environment
• Strong proficiency in Microsoft Office Suite
• Knowledge Tasker Management Tool (TMT) is desired
• Exceptional verbal and written communication skills
• Strong organizational skills, sound judgment, and the ability to manage multiple competing priorities with a high degree of accuracy and discretion

Salary range: $100,000-$120,000/Year, DOE

Education

High school diploma required.

Full-Time

SecurityClearance

Senior-Level

On-site

We offer competitive salaries commensurate with education and experience. We have an excellent benefits package that includes:

Health & Welfare

Company Paid

• Major Medical Insurance for employees and family members
• Dental Insurance for employees and family members
• Vision Insurance for employees (employee-paid for family members)
• Group Life Insurance
• Accidental Death and Dismemberment Insurance
• Travel Accident Insurance
• Long-Term Disability

Voluntary

• Short-Term Disability
• Supplemental Life Insurance
• Flexible Spending Account (pre-tax deferrals for health care expenses)

Retirement

• Money Purchase Pension Plan - 100% Company funded defined contribution retirement plan. One-year entry waiting period and 5-year vesting. Core Funds available and a self-directed brokerage account option.
• Employee Stock Ownership Plan - 100% Company funded discretionary contribution. 100% vested after one-year entry waiting period.

Time Off

Tecolote’s generous paid time off benefits give employees the flexibility they need to relax, recharge and take care of the unexpected.