Position Title: Executive Administrative Assistant

Location: Schriever Space Force Base, Colorado Springs, CO

Relocation Assistance: None available at this time

Remote/Telework: NO - Not available for this position

Clearance Type: DoD Secret

Shift: Day shift

Travel Required: Up to 10% of the time

Description of Duties:

The Executive Administrative Assistant supports the Missile Defense Agency (MDA) on the Integrated Research and Development for Enterprise Solutions (IRES) contract. The candidate will:

• Provide high-level administrative support to IT Directors and ensures the efficient operation of the IT Organization.

o This role requires exceptional organizational skills, meticulous attention to detail, and the ability to handle confidential information with discretion.

• Act as a gatekeeper and liaison between the Directors and internal/external stakeholders, managing schedules, coordinating travel, preparing correspondence, and handling a wide range of administrative and executive support-related tasks.

Essential Duties and Responsibilities:

• Calendar Management:

o Manage and maintain the Directors calendar(s), scheduling appointments, meetings, and conferences, both on-site and off-site.

o Prioritize and resolve scheduling conflicts, ensuring optimal use of the Directors time.

o Anticipate and prepare necessary materials for meetings, including agendas, presentations, and background information.

• Communication and Correspondence:

o Draft, proofread, and edit correspondence, reports, and presentations, ensuring accuracy and clarity.

o Compose routine correspondence and respond to inquiries on behalf of the Directors.

o Act as a liaison between the Directors and internal/external stakeholders, maintaining professional and courteous communication.

• Travel Management:

o Arrange complex travel itineraries, including flights, accommodations, and transportation.

o Process expense reports and reconcile travel-related expenses.

o Meeting and Event Coordination:

o Coordinate logistics for meetings, conferences, and events, including venue selection, catering, and audiovisual equipment.

o Prepare meeting materials, such as agendas, presentations, and handouts.

o Take minutes of meetings and distribute them to attendees.

• Confidentiality and Discretion:

o Handle confidential information with discretion and maintain the highest level of confidentiality.

o Exercise good judgment and decision-making skills in handling sensitive matters.

• Project Management:

o Assist with special projects as assigned by the Directors.

o Track project progress and ensure deadlines are met.

o Conduct research and gather information as needed.

• Administrative Support:

o Manage employee recognition program to include budget tracking.

o Oversee seating assignments and employee moves.

o Manage the hiring process and tracking on behalf of IT Hiring Managers

o Manage onboarding process for all IT new hires to include:

o PRIDE/WITS

o Peoplesoft scrubbing

o IT Distros

o Automation/improvements

o Manage out processing for all IT departures

o Organize all organizational events (picnics, holiday parties, dinners, etc)

o Oversee organizational reminders (wk 3 ops, awards nominations, events, etc)

o Manage RDC and unallowables for IT organizations

• Gatekeeping:

o Screen visitors and phone calls for the Directors.

o Direct inquiries to the appropriate personnel.

o Manage the flow of information to and from the Directors.

Resumes, in month and year format, must be submitted with application in order to be considered for the position. The selected candidate may be assigned as an employee for one of our teammate companies.

Basic Requirements:

• Must have 10, or more, years of experience as an executive assistant, office manager, and/or office administrator

• Must have experience working as an executive administrator supporting a technology function

• Must have experience with accounting and financial analysis.

• Must have experience supporting the IRES contract

• Must have an active DoD Secret Security Clearance

This position is expected to pay $70,000 - $85,000 annually; depending on experience, education, and any certifications that are directly related to the position.

This position will be posted for a minimum of 3 days. If a candidate has not been selected at that time, it will continue to be posted until a suitable candidate is selected or the position is closed.

Our health and welfare benefits are designed to invest in you, and in the things that you care about. Your health. Your well-being. Your security. Your future. Typical benefits offered include flexible work schedules, educational reimbursement, retirement benefits (401K match), employee stock purchase plan, health benefits, tax saving options, disability benefits, life and accident insurance, voluntary benefits, paid time off and paid holidays, and parental leave.