Senior Executive Assistant - DoD Program Office

KSA Integration; Arlington (VA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Medical, Dental, Vision

HSA/FSA

PTO

Flexible work environment

401K with company match

Observes federal holidays

Tuition reimbursement

Career development

Job summary

KSA Integration in Arlington, VA, seeks an Executive Assistant to support the Marine Corps Program Management Office. The role provides comprehensive administrative and executive-level support to the Program Manager and senior personnel, ensuring efficient daily operations and accurate records management.

Responsibilities include managing calendars, scheduling meetings, coordinating travel in DTS, preparing briefs and memos, maintaining files and SharePoint sites, and tracking action items

Qualifications

• Associate or Bachelor’s degree in business administration, office management, or related field.
• Minimum 5 years of executive assistant or administrative support in a DoW or federal government contracting environment.
• Active Secret security clearance.
• Strong written and verbal communication skills.
• Proficient with MS Office Suite and collaboration platforms (Teams, SharePoint Online).

Responsibilities

• Manage the program office calendar, schedule meetings, and coordinate meetings, working groups, and program reviews across multiple DoW stakeholder organizations.
• Prepare, proofread, and edit correspondence, action memos, briefings, and executive-level documents on behalf of the Program Manager, ensuring compliance with Marine Corps correspondence standards.
• Coordinate travel arrangements and prepare travel authorizations, vouchers, and itineraries in compliance with departmental travel regulations using the Defense Travel System (DTS).
• Record and distribute meeting minutes, track action items, and maintain accountability for follow-up tasks arising from program meetings and working groups.
• Serve as the primary point of contact for incoming communications to the program office; screen, triage, and route inquiries to appropriate program personnel.
• Maintain program files, SharePoint sites, and document management systems to ensure accurate records retention and timely retrieval of program documentation.
• Coordinate logistics for conferences, site visits, and program reviews, including venue arrangements, equipment, and attendee coordination.
• Assist the Program Manager with financial tracking by maintaining expenditure logs, processing invoices, and supporting monthly and quarterly financial reporting deliverables.
• Support preparation and submission of contractual deliverables and reports in accordance with task order requirements and deadlines.
• Coordinate administrative onboarding for new contractor personnel supporting the program, including access requests, equipment coordination, and orientation scheduling.

Skills

Communication

Calendar management

Written correspondence

Education

Associate’s or Bachelor’s Degree in Business Administration

Tools

MS Office Suite

DTS

SharePoint

Teams

Job description

KSA Integration in Arlington, VA, seeks an Executive Assistant to support the Marine Corps Program Management Office. The role provides comprehensive administrative and executive-level support to the Program Manager and senior personnel, ensuring efficient daily operations and accurate records management.

Responsibilities include managing calendars, scheduling meetings, coordinating travel in DTS, preparing briefs and memos, maintaining files and SharePoint sites, and tracking action items