Job Title: Executive Assistant Tier 2 -4723

Job Location: Pentagon, Arlington, VA 22201

Job Summary

Galapagos Federal Systems LLC is looking for an enthusiastic, well-qualified individual to fill the Tier 2 SES Executive Assistant position and to join the DASA (DES) team of qualified, diverse individuals at the Pentagon.

The Tier 2 Executive Assistant provides high-level administrative support to an SES member within DASA (DES). This position requires exceptional organizational skills, discretion, professionalism, and the ability to handle sensitive information with confidentiality. The Executive Assistant will serve as a primary point of contact between the SES member and internal/external stakeholders, managing communications, schedules, and administrative tasks efficiently and effectively while providing guidance to less-experienced assistants.

Skills / Experience Required

• 3-5 years of paid experience related to administrative support with executive level support preferred
• Experience working in DoD preferred
• Proven experience as an executive assistant or similar role supporting senior-level executives
• Excellent organizational and time management skills, adept at prioritizing tasks and thriving under pressure, coupled with strong written and verbal communication skills, demonstrating meticulous attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications to prepare correspondence, reports, presentations, and other documents as needed
• Exceptional organizational and time management skills, adept at prioritizing tasks, thriving under pressure, and coupled with strong written and verbal communication skills, showcasing meticulous attention to detail
• Efficiently manage daily schedules, coordinating meetings, appointments, and travel arrangements while organizing and maintaining accurate physical and digital files and records for accessibility
• Handle incoming communications such as phone calls, emails, and mail, promptly responding or redirecting as necessary
• Act as a liaison between the SES member and internal/external stakeholders, including staff, partners, and clients
• Coordinate communication flow, ensuring prompt responses and follow-up on action items
• Manage information flow to and from the SES member, ensuring they are briefed on relevant issues and have necessary documents and materials
• Conduct research and compile data as needed for reports, presentations, or decision-making purposes
• Schedule, coordinate, and attend meetings, including preparing agendas, booking facilities, and arranging catering as necessary
• Assist in the coordination and implementation of special projects or initiatives as assigned by the SES member
• Track project timelines, milestones, and deliverables, providing regular updates to the SES member and other stakeholders

Education / Certifications

• High School diploma

Benefits

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

Security Clearance

Must be a U.S. Citizen. A high-level Department of Defense active security clearance may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements

Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner and that may include lifting to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC is an SBA Certified Native Hawaiian Organization 8(a) Small Business specializing in global information technology and offering professional solutions in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services.

Leveraging over 30 years of providing IT services to the federal & commercial market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions. Galapagos Federal Systems, LLC is an equal opportunity employer.

Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• DoD: 4 years (Required)
• Executive administrative support: 4 years (Required)

Security clearance:

• Secret (Required)

Ability to Relocate:

• Arlington, VA 22201: Relocate before starting work (Required)

Work Location: In person