Executive Administrator SSDP/SWAC

Galapagos Federal Systems LLC is seeking a highly motivated Executive Administrator to support the Space Security and Defense Program (SSDP) and Space Warfighting Analysis Center (SWAC) Threat Assessment Division (TAD). This position provides direct, on-site support to the Director of Threat and Policy Assessment and division leadership, ensuring efficient daily operations, facilitating leadership engagement, and enhancing overall organizational effectiveness.

Responsibilities

• Manage and maintain the Director’s and Deputy Directors’ complex calendars, schedules, and travel arrangements
• Prioritize, deconflict, and adjust meetings, events, and engagements to support evolving mission requirements
• Coordinate all travel through the Defense Travel System (DTS), including flight, lodging, rental car, and itinerary management
• Prepare and submit travel authorizations, vouchers, and supporting documentation in accordance with government travel regulations
• Schedule and coordinate meetings, conferences, video teleconferences (VTCs), and leadership engagements
• Prepare meeting materials, read-ahead packages, participant biographies, agendas, and other executive briefing products
• Track, monitor, and follow up on taskings, action items, and correspondence from Headquarters, senior leadership, and external organizations
• Draft, edit, and manage executive correspondence, reports, and responses to requests for information
• Record meeting minutes, maintain action-item trackers, and ensure timely completion of assigned tasks
• Perform records management activities and maintain accurate, compliant organizational documentation
• Organize, maintain, and manage electronic records and large volumes of data across shared drives and enterprise systems
• Receive and escort visitors in accordance with security and facility access procedures
• Provide general office management support, including supply management, mail distribution, courier coordination, and document control
• Support security-related administrative processes, including visit requests, clearance verification, facility access coordination, and secure information transfers
• Serve as a professional liaison between leadership, staff, stakeholders, and external organizations

Requirements

• Active Top Secret/SCI (TS/SCI) clearance with the ability and willingness to undergo a polygraph if required
• Willingness to support occasional travel as required
• 5+ years of executive administrative support experience, preferably within a DoD, Intelligence Community, or other classified environment
• Demonstrated experience supporting senior executives, military leaders, or government officials
• Experience using the Defense Travel System (DTS) and managing government travel requirements
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Experience managing executive calendars, task tracking systems, records management, and office administration processes
• Bachelor's degree in a related field
• Must be a U.S. Citizen

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• Paid Time Off (PTO)
• Paid Parental Leave
• Tuition reimbursement
• Paid federal holidays

Pay

USD $120,000.00 - USD $130,000.00 per year

Physical Requirements

• Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen
• Must have enough mobility, including bending, reaching, and kneeling, to complete daily duties efficiently
• May include lifting up to thirty pounds, as necessary

Headquartered in Hawaii, Galapagos Federal Systems, LLC is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. The company delivers professional services in IT design and installation, cybersecurity engineering and support, application integration and development, software and hardware engineering, network and systems management, information systems security, and business management services.