Executive Assistant (EA) (TS/SCI) - DODF8

E3 Federal Solutions - Arlington, VA

Full-time - Mid Level

Arlington, VA

Professional, Scientific, and Technical Services

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 various stakeholders, including DoD leadership and external partners. The position demands a thorough understanding of DoD protocols, policies, and operational practices, as well as the ability to create and refine standard operating procedures based on subject matter expertise. In this role, the Executive Assistant will formulate and refine multiple standard operating procedures, processes, and work products/templates that are essential for daily business operations and strategic engagement plans. The EA will serve as the primary point of contact for senior DoD leadership, interpreting proposed policies and providing expert recommendations. 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 travel arrangements, including reviewing travel authorizations and vouchers, and ensuring compliance with Joint Travel Regulations (JTR). The EA will coordinate logistical support for meetings, maintain electronic and paper files of office documents, and oversee office administrative functions, including security administration and event scheduling. This role requires a proactive individual who can handle special projects and communicate effectively with various military and civilian personnel.

Responsibilities

• Formulate and refine multiple standard operating procedures, processes, and work products/templates based on subject matter expertise and independent assessments.
• 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.
• Ensure conformance with established guidelines; provide timely feedback and status upon request.
• Perform special projects on own initiative or as assigned.
• Provide input to and communicate with various military assistants, Chiefs of Staff, OSD Protocol, and other personnel to guide and direct daily operations.
• Provide liaison with the Secretary of Defense/Deputy Secretary of Defense and other DoD agencies to ensure effective business operations.
• Ensure conformance to established deadlines.
• Serve as subject matter expert in interpreting Joint Travel Regulations (JTR) and facilitating compliance with Foreign Clearance Guide.
• Manage and maintain the complex calendars and schedules of DASD(P) senior personnel and resolve conflicting priorities.
• Plan, coordinate, and confirm logistical support for meetings held in conjunction with the 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 TS/SCI Required clearance.

Nice-to-haves

• Bachelor's degree from an accredited college or university is preferred.
• 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.