Senior Executive Assistant

SAIC - Arlington, VA

Full-time - Entry Level

Arlington, VA

Professional, Scientific, and Technical Services

About the position

SAIC is hiring a Senior Executive Assistant to provide executive level management and analytical support to Senior DoD officials within the Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)). This is an exciting position that requires close interaction with top department leadership within the Pentagon and across the Department of Defense (DoD), including Components, industry partners, academia, international partners, and associations to achieve mission goals and outcomes. The Executive Assistant plays a crucial role in helping our customers solve complex problems, manage meetings, schedules, risk, policy compliance, and office operations. This includes planning and tracking travel, budgets, and reporting, as well as increasing workforce productivity through process improvement. The position is based in Arlington, VA and offers a hybrid remote work option. In this role, the Executive Assistant will manage executive schedules, coordinate visit requests, and de-conflict events for senior-level principals. They will gather information, articulate, analyze, and solve problems, visualize and present information, and provide decision support to achieve mission outcomes. The Executive Assistant will also create and manage communications for the enterprise, group, and individuals, including meeting agendas, briefings, and action items. Additionally, they will develop weekly reports on significant activities and report on the effectiveness of events and processes. Arranging appropriate conference rooms and facilities, preparing meeting places in accordance with acceptable protocol and security procedures, and assisting with special event requirements and travel arrangements are also key responsibilities. The Executive Assistant will attend senior-level meetings, take notes, track task deadlines, and follow up with relevant stakeholders. They will review and route senior-level executive correspondence, ensuring compliance with established DoD correspondence standards, and assist government personnel with domestic and international travel using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR). Furthermore, they will identify and submit work orders to ensure office facilities remain fully functional and operational.

Responsibilities

• Manage executive schedules and coordinate visit requests.
• De-conflict events for senior-level principals.
• Gather information and articulate, analyze, and solve problems.
• Visualize and present information to provide decision support.
• Create and manage communications for the enterprise, including meeting agendas and briefings.
• Develop weekly reports on significant activities and report on the effectiveness of events and processes.
• Arrange for appropriate conference rooms and prepare meeting places according to protocol and security procedures.
• Assist with special event requirements and travel arrangements.
• Attend senior-level meetings, take notes, and track task deadlines.
• Review and route senior-level executive correspondence for compliance with DoD standards.
• Assist government personnel with domestic and international travel using the Defense Travel System (DTS).
• Identify and submit work orders to ensure office facilities remain operational.

Requirements

• Active TS/SCI clearance required to start.
• Bachelor's degree and ten (10) years or more relative experience; or a Master's degree and eight (8) years or more relative experience.
• Strong problem identification and resolution skills.
• Flexibility, initiative, and proven ability to communicate and work with senior executives efficiently and effectively.
• Experience interfacing and communicating with senior executive leadership in government or industry.
• Strong experience in writing and editing memos and correspondence.
• Excellent computer skills in MS Office (Word, Excel, PowerPoint).
• Excellent organizational and interpersonal skills.

Nice-to-haves

• Background in National Archives and Records Administration (NARA) requirements for records and information management.
• At least 3 years of direct administrative support experience with senior-level military or civilian officials.
• Familiarity with the Defense Travel System (DTS).