Executive Assistant (EA) (Secret) - DODF9

QinetiQ - Arlington, VA

Full-time - Senior

Arlington, VA

Machinery Manufacturing

About the position

QinetiQ US is seeking an Executive Assistant (EA) to provide high-level administrative support to senior leadership within the Department of Defense (DoD), specifically at the Deputy Assistant Secretary of Defense (DASD) level. This role is critical in ensuring the smooth operation of the office and requires a candidate who can exercise independent judgment and discretion. The EA will be responsible for managing complex calendars, coordinating travel, and serving as a liaison with senior DoD leadership, including Flag and General Officers. The position demands a thorough understanding of DoD policies, directives, and operational practices, as well as the ability to create and refine standard operating procedures and work products based on subject matter expertise. In this role, the Executive Assistant will formulate and refine multiple standard operating procedures, processes, and templates that are essential for daily business operations and strategic engagement plans. The EA will serve as the primary point of contact for interpreting proposed policies and providing expert recommendations to senior executives. Additionally, the EA will create tools such as Excel spreadsheets and databases to track and report the status of various documents and projects, ensuring compliance with established guidelines and deadlines. The position also involves managing the logistics of meetings, including transportation, security clearance paperwork, and audio-visual support. The EA will prepare daily read-ahead books with information for upcoming activities and maintain organized electronic and paper files of all office documents. This role requires a proactive approach to special projects and the ability to coordinate office administrative functions, including security administration and event scheduling. Candidates should have a strong background in administrative support within a DoD environment and a working knowledge of security procedures.

Responsibilities

• Formulate and refine multiple standard operating procedures, processes, and work products/templates based on subject matter expertise.
• Serve as primary point of contact and liaison with senior DoD leadership for interpreting proposed policies and operating practices.
• Create tools such as Excel spreadsheets and other databases to compile, track, summarize, and report the status of various documents and projects.
• Perform special projects on own initiative or as assigned.
• Provide input to and communicate with various military assistants, Chiefs of Staff, and other personnel to guide and direct daily operations.
• Ensure conformance to established deadlines.
• Manage and maintain the complex calendars and schedules of DASD(P) senior personnel.
• Plan, coordinate, and confirm logistical support for meetings held in conjunction with DASD(P) activities.
• Provide a daily read-ahead book with information for the next day and next week activities for the DASD(P).
• Coordinate office administrative functions including office security administration and scheduling office events.

Requirements

• A minimum of three (3) years of recent and relevant experience.
• Extensive experience with creating, reviewing and approving CONUS and OCONUS Defense Travel System (DTS) orders.
• Correspondence experience in a DoD environment.
• Experience with task or correspondence management systems (e.g. TMT or CATMS).
• Active Secret Required clearance.

Nice-to-haves

• Bachelor's degree from an accredited college or university is preferred.
• Specialized experience including military or industry executive assistant experience may be substituted in lieu of specific educational requirements.
• Experience and skills in providing Executive Level Administrative Assistant support to high-ranking Federal Government Senior Executive or DoD Flag / General Officers is highly preferred.