Senior Executive / Administrative Assistants Full-time

MAXISIQ - Redstone Arsenal, AL

Full-time - Senior

Redstone Arsenal, AL

About the position

MAXISIQ is seeking a Senior Executive Secretary / Executive Administrative Assistant to provide high-level administrative support to senior leadership within the U.S. Army Rapid Capabilities and Critical Technologies Office (RCCTO). This role is essential for ensuring that senior executives are well-supported and that the office operates efficiently, requiring strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide direct administrative support to senior executives, including managing complex calendars, coordinating meetings, and making travel arrangements.
• Handle confidential and sensitive information with the utmost discretion, ensuring security and privacy at all times.
• Serve as the primary point of contact for internal and external communications on behalf of senior leadership, ensuring clear and effective communication between executives and other departments.
• Facilitate communication with external stakeholders, including government officials, defense contractors, and military personnel.
• Draft, edit, and manage executive-level documents, presentations, reports, and correspondence.
• Coordinate and prepare for high-level meetings, including developing agendas, assembling materials, and ensuring all logistical arrangements are in place.
• Manage executive events and workshops, including organizing venues, catering, and technology needs.
• Arrange and manage domestic and international travel for senior leadership, including travel itineraries, accommodations, and transportation.
• Process and track travel-related expenses, ensuring accurate financial reporting and compliance with organizational policies.
• Assist senior executives with special projects, ensuring tasks are delegated, tracked, and completed on time.
• Maintain task lists and monitor project progress to ensure deadlines are met and objectives are achieved.
• Oversee day-to-day operations of the executive office, including managing office supplies, coordinating with support staff, and ensuring a professional work environment.
• Ensure that the executive office runs smoothly by handling any administrative or logistical issues that arise.

Requirements

• Active or current Secret level clearance minimum.
• Master's degree in Business Administration, Office Management, or a related field required.
• 8-12 years of experience in an executive administrative role, providing high-level support to senior management in a government, defense, or corporate environment.
• Proven experience managing executive schedules, coordinating high-level meetings, and handling confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience using project management and document management tools.
• Excellent verbal and written communication skills, with the ability to interact professionally with senior leadership, external stakeholders, and team members.
• Strong interpersonal skills with a polished and professional demeanor.
• Exceptional organizational skills with the ability to prioritize tasks, manage multiple projects simultaneously, and meet tight deadlines.
• High level of accuracy and attention to detail, particularly in document preparation and financial reporting.
• Ability to anticipate executive needs and proactively address issues.

Nice-to-haves

• Experience working with the U.S. Army or other military organizations in a high-level administrative capacity is highly desired.
• Experience supporting special projects or programs for executive teams desired.