Executive Admin (EA)

About the role

XMSTART is seeking an experienced and strategic full-time Executive Administrator to support the Systems Engineering Directorate (SED) in Chantilly, VA. This onsite position requires a highly organized and detail-oriented professional to deliver comprehensive administrative support and coordinate executive functions for mission-critical operations.

Requirements

• Security Clearance: Active TS/SCI clearance with a Counterintelligence Polygraph reinvestigation date within the last 7 years (NRO employees exempt).
• Education: High school diploma required; bachelor’s degree preferred.
• Experience: 5–10+ years of relevant administrative experience.
• Technical Skills: Proficiency in managing email, calendars, and events via Microsoft Outlook.
• Core Competencies: Strong organizational, critical thinking, interpersonal, and communication skills.

Responsibilities

• Scheduling & Coordination: Manage daily executive agendas, appointments, and meetings to ensure seamless execution.
• Conference Room & Event Management: Oversee conference room calendars, organize telephone conferences, and facilitate messaging.
• Travel Management: Arrange itineraries, process travel vouchers, and secure VIP parking.
• Documentation & Correspondence: Review briefings and correspondence for grammar and formatting; draft, proofread, edit, and coordinate documents.
• Records & Configuration Management: Support the SED Program Record Office with records management per NRO Directive 56-1 and execute configuration management plans for SED/NRO products.
• Onboarding & Offboarding Support: Assist with in-processing and out-processing of personnel, including check-in sheets, badge requests, NAAP requests, and SED Tech Requests.
• Stakeholder Engagement: Interface with the NRO Corporate Front Office, greet visitors, and prepare background materials for meetings.
• Mail & Office Operations: Retrieve, sort, and distribute incoming mail/faxes; arrange outgoing mail/package delivery.
• Resource Management: Order supplies/equipment and coordinate office equipment repairs.
• Career Service Panel Tracking: Monitor and manage panel dates and deadlines to ensure compliance.

Preferred Qualifications

• Excellent oral and written communication skills.
• Ability to synthesize complex actions and meet tight deadlines.
• Capacity to work independently with minimal supervision while reliably delivering on commitments.
• Highly organized and structured approach to tasks.