What are the responsibilities and job description for the Executive Assistant - Navy Strategic Systems Programs (Key Personnel) position at Creative G C?
Job Details:
Role: Senior Executive Assistant — Navy Strategic Systems Programs (Key Personnel)
Location: Onsite at Washington Navy Yard, Washington, DC
Duration: Long Term Contract
Security Clearance: Must be able to obtain and maintain a Secret clearance; active Secret clearance strongly preferred
Position Overview:
Creative Global Consulting is seeking experienced Senior Executive Assistants to support Senior Executive Service (SES) leaders and equivalent senior officials within the Department of the Navy’s Strategic Systems Programs (SSP).
These individuals will provide executive administrative support in a sensitive, mission-focused environment. Responsibilities include managing complex calendars, coordinating high-level meetings, preparing correspondence and presentations, processing travel arrangements, maintaining official records, and tracking leadership priorities.
Successful candidates must demonstrate discretion, sound judgment, attention to detail, and the ability to work independently while coordinating with Government personnel and CGC management.
Key Responsibilities:
Executive Calendar and Leadership Support
- Manage detailed executive calendars, appointments, meetings, deadlines, and deliverables.
- Assess scheduling priorities and resolve competing demands in coordination with supported leadership.
- Reschedule or decline appointments and invitations as appropriate to established priorities.
- Anticipate administrative needs and prepare leaders for upcoming meetings and commitments.
- Support coordination across branches and offices to maintain consistent communication and follow-through.
Meeting, Conference, and Event Coordination
- Coordinate executive meetings, conferences, and video teleconferences.
- Arrange meeting logistics, coordinate participants, and prepare agendas and supporting materials.
- Attend meetings, prepare accurate minutes, route minutes for review and approval, and distribute approved information.
- Track decisions, action items, responsible parties, and deadlines.
- Follow up on outstanding actions and identify scheduling conflicts or issues requiring attention.
Correspondence, Reports, and Presentations
- Draft, edit, format, and route official correspondence, memoranda, reports, and other business documents.
- Prepare correspondence in accordance with the Navy Correspondence Manual and applicable SSP procedures.
- Gather information from multiple sources to develop briefing materials and presentations.
- Compile information and prepare responses to external inquiries for Government review.
- Prepare complex technical correspondence and administrative documentation using information provided by subject matter experts.
- Ensure materials are accurate, complete, professionally formatted, and delivered on time.
Travel Administration
- Prepare and coordinate travel arrangements using the Defense Travel System (DTS).
- Process travel documentation in accordance with applicable SSP travel policies and procedures.
- Coordinate travel requirements with travelers and designated Government personnel.
- Complete required DTS training and maintain documentation of training completion.
Records and Information Management
- Create, organize, maintain, and archive electronic and paper files.
- Follow Navy and SSP records management, correspondence, and document-control procedures.
- Use the SSP Mail and Records Tracking System (SMARTS) and SSP Enterprise Archive System (SEAS), as required.
- Process incoming and outgoing correspondence and maintain accurate tracking records.
- Protect sensitive information and follow applicable handling, storage, and access requirements.
Task Tracking and Office Operations
- Develop and maintain tracking tools for high-priority tasks, projects, reports, and deliverables.
- Monitor deadlines, identify overdue actions, and elevate issues promptly.
- Prepare status information and recommendations to help leadership meet program objectives.
- Maintain office rosters, coordinate supply requests, and support routine office operations.
- Resolve administrative problems independently within established procedures and assigned authority.
- Coordinate with CGC management to support continuity during absences and personnel transitions.
Security and Compliance
- Comply with applicable DoD, Navy, SSP, and contractor security requirements.
- Handle sensitive security information in accordance with established procedures.
- Perform escort duties only when holding the required final clearance and appropriate authorization.
- Complete mandatory security, cybersecurity, records management, and other required training.
- Follow Government check-in, badging, and checkout procedures.
Required Qualifications:
- At least six years of administrative experience, including previous support to SES officials or other executive-level personnel.
- Associate’s degree or equivalent; bachelor’s degree preferred.
- U.S. citizenship, as required for this contract.
- Ability to obtain and maintain a Secret security clearance and satisfy Government access requirements.
- Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
- Demonstrated ability to manage executive schedules and coordinate multiple competing priorities.
- Strong writing, editing, document formatting, and verbal communication skills.
- Experience preparing correspondence, maintaining official records, and tracking actions and deadlines.
- Ability to exercise professional judgment, initiative, discretion, and confidentiality.
- Ability to work independently and collaboratively under strict deadlines.
- Availability to work primarily onsite at Washington Navy Yard.
Preferred Qualifications:
- Active Secret clearance; final Secret clearance strongly preferred for duties requiring it.
- Direct experience supporting Navy or DoD senior leadership.
- Previous SSP experience.
- Experience supporting SES officials, flag/general officers, or comparable senior executives.
- Working knowledge of DTS, SMARTS, and SEAS.
- Familiarity with the Navy Correspondence Manual, Navy records management requirements, and SSP administrative procedures.
- Experience coordinating meetings involving sensitive or classified information.
- Experience developing executive briefings and managing action trackers across multiple offices.
Work Schedule:
This is a full-time position requiring approximately 40 hours per week. Assigned schedules will fall within the Government’s support window of 6:00 a.m.–6:00 p.m. Eastern, Monday through Friday, excluding recognized Federal holidays and Government-directed facility closures. Specific schedules will depend on the supported office.