Mid-Level Executive Assistant

About the role

US Federal Solutions is seeking a highly organized, detail-driven Secretariat Support Specialist to support the Headquarters U.S. Space Force (HQSF) S3/4/7. This is a high-visibility opportunity supporting a mission critical organization responsible for essential operational and administrative functions that help ensure Space Force mission effectiveness.

Responsibilities

• Prepare, develop, review, and staff correspondence, memorandums, reports, presentations, ready-to-send emails, and other official communications for distribution across the organization
• Review documents requiring leadership signature for accuracy, completeness, grammar, formatting, procedural compliance, and required attachments
• Maintain 2-Letter workflow mailbox activity and prepare weekly status emails and staff meeting slides for leadership review
• Support development and maintenance of administrative management tools, templates, governance materials, training resources, and reporting mechanisms
• Manage organizational taskers within TMT or similar task management systems, ensuring new tasks are assigned within required timelines and stakeholders are informed of due dates and status updates
• Track and staff officer and enlisted evaluations, promotion recommendation forms, and military and civilian decorations requiring senior leader signature
• Coordinate records searches, disposition requests, lost records reports, and records management activities, including submissions to NARA as needed
• Support Information Access Program inquiries, logging, tracking, and reporting within required timelines
• Provide FOIA support, including reviewing, processing, redacting, tracking, and forwarding routine and significant FOIA requests, complaints, appeals, and related case files
• Assist with FOIA backlog reduction efforts, audit tracking, litigation support documentation, reading room/library records, and annual FOIA log reporting
• Maintain and update VTC support materials, SharePoint pages, and Air Force Portal pages, including periodic reviews to ensure content remains current
• Review HQSF regulations, instructions, manuals, and pamphlets at least annually and update materials as needed

Requirements

• An active TS/SCI clearance is REQUIRED
• A minimum of 2 years experience providing executive or secretariat-level administrative support in a federal government, Department of Defense, or headquarters environment
• Strong experience drafting, editing, reviewing, and coordinating high-quality official correspondence and reports
• Experience tracking taskers, suspense items, workflow actions, and leadership communications in a fast-paced environment
• Knowledge of records management principles, document control, and administrative processes
• Experience supporting meetings, preparing minutes, and maintaining action item accountability
• Strong proficiency with Microsoft Office Suite, especially Word, PowerPoint, Outlook, and Excel
• Experience using TMT or similar task management/workflow systems
• Excellent written and verbal communication skills
• Strong proofreading, quality control, and organizational skills
• The ability to work collaboratively with multiple stakeholders while maintaining professionalism, discretion, and accuracy
• Experience supporting the U.S. Space Force, U.S. Air Force, DoD headquarters, or other senior-level federal organizations
• Familiarity with FOIA processes, records disposition, and information access programs
• Experience with SharePoint, portal content management, and official records systems
• Knowledge of applicable government statutes, policies, regulations, and administrative guidance related to correspondence, records, and governance support
• Exceptional attention to detail and follow-through
• The ability to balance multiple priorities and meet strict deadlines
• Sound judgment in handling sensitive information and high-visibility taskings
• A customer-service mindset and the professionalism needed to support senior leadership and cross-functional teams

Benefits

• Employer-provided paid Medical / Dental / Vision insurance
• Employer matching 401K plan
• PTO
• 11 Federal Holidays
• Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance