Executive Administrator SSDP/SWAC Threat Assessment Division
Honu Services

Job Info

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Job Title: Executive Administrator SSDP/SWAC Threat Assessment Division-4194

Job Location: Reston, VA 20191

Job Summary

Galapagos Federal Systems LLC is looking for an enthusiastic, well-qualified individual to fill the Executive Administrator position in support of SSDP/SWAC Threat Assessment Division and to join our team of qualified, diverse individuals.

The primary responsibility of this position is to provide on-site support to the Director, Threat and Policy Assessment, and division leadership for the Threat Assessment Divisions (TAD) within the Space Security and Defense Program (SSDP) and Space Warfighting Analysis Center (SWAC). The top candidate will promote a positive public image and will serve as the Executive Support Staff Member to optimize day-to-day SSDP/SWAC TAD operations. This individual represents TAD and applies overarching knowledge of TAD's responsibilities, projects, tasks, and conduct of daily business practices to maximize office effectiveness.

Job Requirements:

Skills / Experience Required

• 5+ years' experience in an executive administrative support function
• Manage the Director's and Deputies' dynamic daily calendars and travel schedule
• Deconflict and rearrange meetings and events to account for schedule changes
• Arrange travel plans for the Director and Deputies, using the Defense Travel System (DTS), to find and book flights, lodging, and ground transportation
• Coordinate and provide itineraries and logistical support for the trip
• Assist with preparation of travel vouchers in DTS following travel
• Perform records management and gather/develop all necessary paperwork/documentation required
• Schedule meetings/events to maximize the TAD Director's and Deputies' use of time, accounting for mission priorities and deadlines
• Identify and coordinate with meeting participants and subject matter experts (SMEs)
• Ensure preparation of materials required to support the engagement and address the topics of interest
• Help ensure TAD leadership are thoroughly prepared for each event, to include scheduling preparation time, providing read-ahead materials, biographies of participants, subject matter experts, and arranging advanced meetings, as required
• Track and manage work tasks/action items levied on TAD by Headquarters and external organizations as well as task/actions from TAD leadership to division personnel
• Prepare correspondence, handle information requests, and perform functions such as answering phone calls, organizing, and scheduling meetings/VTCs, arranging conference calls, receiving/escorting visitors, and preparing meeting minutes as required
• Assist in organizing and managing extensive volumes of data in organization share drives
• Perform broad office duties such as ordering supplies, receiving and distributing SSDP/SWAC TAD documents, making copies, and managing functions such as mail, courier service, and records management
• Assist security personnel with security clearance verification, building access, data transfers, processing visit request
• Proven work experience supporting Senior Executives or similar role in classified environment
• Strong interpersonal and communications skills (via phone, email, and in-person) with ability to work collaboratively and effectively in fast-paced environment
• Exceptional writing skills and ability to effectively communicate with senior government leaders
• Strong experience with office management procedures, equipment, and information management systems such as on-line calendars, task management tools, security clearance visit request information systems, etc.
• Proficient in Microsoft Office applications (i.e., Word, PowerPoint, and Excel)
• Exceptional professionalism and strong experience exercising discretion and confidentiality with sensitive information
• Occasional travel

Education / Certifications

• Bachelor's degree in related field

Security Clearance

Must be a U.S. Citizen. A high-level Department of Defense (DoD) active security clearance may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements

Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. Must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner and may include lifting thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC is an SBA Certified NHO (Native Hawaiian Organization) 8(a) Small Business specializing in global information technology and offering professional solutions in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services.

Leveraging over 30 years of providing IT services to the federal & commercial market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions. Galapagos Federal Systems, LLC is an equal opportunity employer.

Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

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