Senior Executive Support Specialist

Xtreme Solutions, Inc.; Portsmouth (NH); On-site; USD 80,000 - 105,000; Full time

Job summary

Xtreme Solutions, Portsmouth, NH seeks a Senior Executive Support Specialist to provide professional support to the senior-level Department of State staff and handle a variety of administrative duties. The role demands meticulous calendar management, travel planning, timekeeping, and proactive communication with stakeholders.

Key competencies include outstanding written and verbal communication, professionalism, ability to handle high volumes with minimal oversight, and discretion when handling

Qualifications

• DoD Secret Clearance required.
• Bachelor’s Degree and four years of experience, or six years in a similar capacity.
• Proficient in the Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint, Outlook).
• Strong organizational, project management, and multitasking skills.
• Ability to prioritize and manage competing responsibilities.

Responsibilities

• Executive Operations Management: manage calendar, briefing, and correspondence for the senior DoS staff.
• Travel Management: arrange complex domestic and international travel and vouchers.
• Timekeeping: track official time and attendance, manage overtime ledgers.
• Communication Control: schedule meetings, respond to emails, coordinate with stakeholders.
• Strategic Liaison: act as main contact between executive and partners.
• Analytical Support: research program trends and prepare briefing materials.

Skills

Strong communication

Professionalism

Multitasking

Urgency management

Discretion

Self-motivation

Education

DoD Secret Clearance

Bachelor’s Degree + 4 years experience

Six years in a similar capacity

Tools

Word

PowerPoint

Excel

SharePoint

Outlook

Job description

CLASSIFICATION: Exempt

SECURITY CLEARANCE REQUIRED: Secret

PAY RANGE: $80,000 - $105,000 annually

LOCATION: 31 Rochester Ave., Portsmouth, NH 03801

WORK HOURS/DAYS: 8:00 AM - 4:45 PM / Monday-Friday

REPORT TO: Contract Supervisor

The Senior Executive Support Specialist will provide professional support to the senior-level Department of State staff members and be responsible for various administrative duties.

COMPETENCIES:

• Strong verbal and written communication skills.
• High degree of professionalism in dealing with diverse groups of people.
• Ability to complete a high volume of tasks and projects with minimal oversight.
• Ability to respond with appropriate urgency to time-sensitive situations and rapidly shifting priorities.
• Demonstrated integrity and discretion in handling sensitive, proprietary, or classified information in accordance with applicable security protocols.
• Self-motivated with the ability to independently manage workload and maintain performance standards in a fast-paced environment.

DUTIES/TASKS:

• Executive Operations Management: Provides dedicated administrative support to the senior-level Department of State official and designated staff. Oversees the day-to-day internal administrative operations of the office, including managing workflow, administrative procedures, and correspondence production. Manages the executive's daily calendar, provides a morning briefing of scheduled activities, and delivers timely reminders to ensure preparedness for all engagements.
• Travel Management: Creates and manages all complex domestic and international travel arrangements and itineraries, including coordination with destination contacts and managing subsequent changes. Coordinates all logistics for government travel, including booking tickets, hotels, and rental vehicles; estimating per diem; and processing travel vouchers upon return using the E2 Travel Manager System.
• Timekeeping: Tracks and reports official duty time and attendance records through the Time and Attendance Electronic System. Processes and manages overtime and compensation time ledgers, ensuring full adherence to agency policies and applicable regulations.
• Communication Control: Schedules meetings and appointments and coordinates executive communications, including taking calls, responding to emails, and interfacing with internal and external stakeholders while ensuring compliance with protocol, procedural accuracy, and alignment with agency policies.
• Strategic Liaison: Acts as the primary point of contact between the executive and senior-level managers, external agencies, and outreach partners. Exercises professional judgment to triage, route, and respond to inquiries on behalf of the executive.
• Analytical Support: Conducts research and analysis on program trends to prepare background materials, briefings, and documentation for high-level meetings or conferences.

Requirements

EDUCATION/EXPERIENCE REQUIRED:

• Department of Defense Secret Clearance
• Bachelor’s Degree, and four (4) years of experience; or
• Six (6) years serving in a similar capacity reporting directly to a senior management staff member.
• Proficient in the Microsoft Suite of Office Products (i.e., Word, PowerPoint, Excel, SharePoint, and Outlook).
• Strong organizational, project management, and problem-solving skills with proven multitasking abilities.
• Demonstrated ability to prioritize and manage competing responsibilities simultaneously.

Why Xtreme Solutions

At XSI, we're more than just a team; we're a family dedicated to achieving excellence and making a difference. We believe in fostering an environment where innovation, integrity, and satisfaction are not just goals but standards.

We offer a competitive salary and an unrivaled benefits package designed to ensure the well-being and growth of our employees:

• Health, dental, and vision Insurance
• Long-Term Disability Coverage
• Short-term disability and life insurance 100% employer-paid
• Generous Paid Sick Time and Vacation Days
• 11 Paid Federal Holidays
• Attractive 401(k) with Company Match
• Tuition Reimbursement Program
• Career Development and Continuous Learning Opportunities

About Xtreme Solutions

XSI is a leading provider of information technology and professional services known for outstanding service delivery in a wide range of professional services engagements around the country. Team XSI continually meets and exceeds customer expectations. We are passionate about our work and making a difference.

Our vision is to be the best professional services management company for both our customers and our employees. We need employees that share this vision. Our remarkable employees are the key to our company's incredible success.

Xtreme Solutions is proud to be an equal opportunity workplace and an affirmative action employer. All qualified applicants will receive fair consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, disability, age or veteran status.