Overview Job Summary Galapagos Federal Systems, LLC is seeking a highly motivated and well-qualified Tier 2 SES Executive Assistant to provide executive-level administrative support in a fast-paced Department of Defense (DoD) environment. This role is critical in ensuring effective scheduling, travel coordination, task tracking, and front office management for senior leadership.
The Executive Assistant will serve as a primary point of contact, facilitate communication between stakeholders, and ensure seamless execution of executive priorities. This is a high-visibility position requiring exceptional organizational skills, discretion, and the ability to anticipate and respond to the needs of senior leaders.
Responsibilities Skills / Experience - Active Secret Clearance
- 3-5 years of experience providing administrative or executive level support (Army/DoD experience strongly preferred)
- Demonstrated expertise in calendar and scheduling management for senior leaders, including conflict resolution, RSVPs, and stakeholder coordination.
- Proficiency in Microsoft Outlook and Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint)
- Experience coordinating travel and processing vouchers in DTS
- Strong organizational skills with the ability to manage action items, rosters, SOPs, and executive reference materials (e.g., Battle Book)
- Skilled in preparing executive-level documentation, reports, and communication
- Proven ability to coordinate events, conferences, and speaking engagements for senior leadership
- Excellent verbal and written communication skills, with the ability to interact effectively with VIPs, staff, and external stakeholders
- Ability to provide guidance and mentorship to less-experienced administrative staff
- Serve as the primary point of contact (POC) for scheduling, invitations, calendar management, and meeting coordination for the DASA
- Collect and manage Read Ahead (RAH) materials; prepare and maintain the DASA's daily Battle Book
- Coordinate travel and complete vouchers in DTS; manage logistics for conferences, speaking engagements, and official events
- Track and manage front office action items, rosters, and organizational charts; ensure updates are reviewed in weekly and long-range planning meetings
- Assist the XO with ETMS2 task management and assume responsibility when XO is out of office
- Lead daily huddles and planning meetings with the Front Office
- Serve as the first-line POC for phone calls, visitors, and escorting duties
- Manage budget for incidentals, front office supplies, and other administrative needs
- Oversee telework agreements, property passes, and in-/out-processing actions in accordance with front office SOPs
- Maintain and update Front Office SOPs and OneNote repositories to ensure accuracy of processes, templates, and resources
- Support leadership by preparing reports, briefings, and communication updates for executive-level engagements
- Provide general administrative support including reservations, mailings, visitor access, and training requirement tracking
Education / Certifications - High School diploma
- 3-5 years of paid experience related to administrative support; executive level support and Army experience strongly preferred
- Experience working in DoD preferred
- Expertise with Outlook, Microsoft Office products
Benefits - Medical, dental, vision, disability, and life insurance
- Flexible Spending Accounts
- 401(k)
- PTO
- Paid Parental leave
- Tuition reimbursement
- Paid federal holidays
Security Clearance Must be a U.S. Citizen. A high-level Department of Defense active security clearance is/may be required for this position. 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. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner, and that may include lifting up to thirty pounds, as necessary.
Company Summary Headquartered in Hawaii, Galapagos Federal Systems, LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. We deliver professional services 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 experience supporting both federal and commercial markets, our team brings innovative expertise to complex IT challenges, delivering solutions across the globe.
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 accommodation 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.
Posted Salary Range USD $90,000.00 - USD $100,000.00 /Yr.
