Senior Level Executive Assistant to PM

Capstone Research - San Diego, CA

Full-time - Senior

San Diego, CA

Professional, Scientific, and Technical Services

About the position

We are seeking a highly organized and experienced Senior Level Executive Assistant to the Program Manager and Chief Architect of the Project Overmatch Program in San Diego, CA. The Executive Assistant will provide high-level administrative support in a fast-paced and innovative environment. This role requires a deep understanding of military protocols, exceptional organizational skills, and the ability to manage multiple priorities effectively. The successful candidate will be responsible for managing the Program Manager and Chief Architect's calendar, scheduling meetings, coordinating travel arrangements, and submitting DISS requests for other personnel on the team. Additionally, the Executive Assistant will prepare and edit correspondence, reports, and presentations, ensuring that all communications are clear and professional. In this role, the Executive Assistant will draft, review, and distribute official communications on behalf of the Program Manager's office. They will also organize and maintain files, records, and documentation in accordance with regulations, acting as a point of contact between the Program Manager and internal/external stakeholders. Effective communication with military personnel, contractors, and government agencies is essential to ensure the smooth operation of daily activities and long-term projects within the program office. The Executive Assistant will attend meetings, take notes, and follow up on action items as required, as well as arrange and coordinate events, conferences, and training sessions. Moreover, the Executive Assistant will manage logistics for equipment, supplies, and personnel as needed for the program, oversee the procurement process for office supplies, and ensure compliance with budgetary constraints. Maintaining confidentiality of sensitive information and documents is a critical aspect of this position, as the Executive Assistant will be privy to confidential and sensitive information related to the program.

Responsibilities

• Manage the Program Manager and Chief Architect's calendar, schedule meetings, and coordinate travel arrangements.
• Submit DISS requests for other personnel on the team.
• Prepare and edit correspondence, reports, and presentations.
• Draft, review, and distribute official communications on behalf of the PM's office.
• Organize and maintain files, records, and documentation in accordance with regulations.
• Act as a point of contact between the Program Manager and internal/external stakeholders.
• Communicate effectively with military personnel, contractors, and government agencies to ensure smooth operations.
• Attend meetings, take notes, and follow up on action items as required.
• Arrange and coordinate events, conferences, and training sessions.
• Manage logistics for equipment, supplies, and personnel as needed for the program.
• Oversee the procurement process for office supplies and ensure compliance with budgetary constraints.
• Maintain confidentiality of sensitive information and documents.

Requirements

• Bachelor's degree in business administration or related field or equivalent relevant experience.
• Minimum of 10 years of experience as an executive assistant, preferably in a military or government setting.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Deep understanding of military protocols, procedures, and terminology.
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
• Active Secret Security Clearance.