Executive Assistant

About the role

The Executive Administrative Assistant provides high-level, comprehensive administrative, clerical, and operational support directly to the O-6 Project Manager and the GS-15 Deputy Project Manager on our US Army TENCAP program.

Responsibilities

• Schedule Management & Gatekeeping
• Manage the PM’s master calendar, prioritizing high-value meetings, resolving scheduling conflicts autonomously, and ensuring the PM is appropriately booked for major programmatic reviews, milestone decisions, and Pentagon briefings.
• Readily coordinate ahead of time to ensure the PM has all necessary read-ahead materials, briefing slides, and agendas prior to any engagement.
• Visitor Liaison
• Serve as the primary point of contact for high-ranking military officials (General Officers), Senior Executive Service (SES) civilians, and defense industry leadership visiting the PMO.
• Document & Action Tracking (TMT/CATMS)
• Task Management: Monitor, assign, and track internal and external action items utilizing the Army’s Task Management Tool (TMT), Defense Travel System (DTS), or equivalent tracking networks.
• Quality Control: Review incoming and outgoing correspondence, staff action packets, and award recommendations for correct military formatting (AR 25-50 standards), completeness, and technical accuracy before presenting them to the PM for signature.
• Discretion & Security
• Handle sensitive, proprietary, and Controlled Unclassified Information (CUI) or Classified materials with absolute confidentiality and in strict compliance with military security protocols.
• Travel Coordination & Defense Travel System (DTS)
• End-to-End Travel Logistics: Act as the backup DTS Organization Travel Administrator (OTA) or reviewer for the PM. Coordinate complex, multi-destination domestic and international travel, including flights, lodging, rental vehicles, and security clearances (via DISS).
• Operations & Integration Support
• Integration with Subordinate Elements: Coordinate closely with the administrative assistants of subordinate O-5 Product Managers (PdMs) and functional directors (Engineering, Logistics, Business Operations) to synchronize command-wide events.
• VTC & Meeting Logistics: Set up, test, and manage the logistics for high-level Video Teleconferences (VTCs), Microsoft Teams/SVTC meetings, town halls, and Distinguished Visitor (DV) briefings.

Operating Hours and Expectations

This position anticipates standard work hours, Monday-Friday.

Travel

Limited or minimal travel expected.

Clearance

Active TS/SCI clearance required. This position is not eligible for initial clearance sponsorship or upgrade.

Education

Bachelor's degree +8 years of work experience OR 12 years of work experience Master's degree preferred

Certification(s)

N/A

Skills and Experience

• 15+ years of experience providing operations support for an executive office
• 8+ years of experience utilizing Microsoft Office Applications
• Experience with task tracking (desired: experience with Army's Task Management Tool (TMT)), coordinating and facilitating meetings and video teleconferences (VTC), coordinating and supporting engagements by external visitors, including General Officers and members of the Senior Executive Service, Event Coordination (ceremonies, organization meetings), Critical Information Reporting, Weekly Reporting to Higher Headquarters
• Deep understanding of Army ranks, structure, protocol, and military acronyms
• Mastery of Microsoft Office 365 (Teams, Outlook, Word, Excel, PowerPoint)
• Direct experience operating the Defense Travel System (DTS) and military tasking software (TMT/CATMS) is highly preferred
• Exceptional verbal and written communication, with the ability to interact with senior military flag officers
• Strong preference for candidates familiar with the unique pacing and structures of Department of Defense (DoD) or Army Acquisition organizations.

Benefits

• 401(k) with company matching
• Dental insurance
• Medical insurance
• Health Savings Account option
• Flexible Spending
• Vision insurance
• Life and Disability Insurance
• Ancillary offerings (Hospital Indemnity, Accident, Critical Illness, Pet Insurance)
• Paid Time Off
• Holiday pay

Pay Range

$125,000.00 - $150,000.00 per year