Executive Assistant (EA) - Executive Officer (XO)

Position Summary

The Executive Assistant (EA) operates as the Executive Officer (XO) to the Chief Executive Officer provides high-level administrative and strategic support to senior leadership. This high-impact role drives operational sync, manages executive battle rhythms, and safeguards the CEO’s time. The EA will translate strategic vision into executed tasks across corporate and military-industrial sectors.

Responsibilities include managing the CEO’s schedule, coordinating meetings and travel, preparing correspondence and reports, handling confidential information, and ensuring the executive’s daily operations run smoothly and efficiently. The ideal candidate is former military, highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Strategic Operations & Executive Governance

• Maintain Battle Rhythm: Synchronize daily operations, high-stakes briefings, CEO meetings, and program reviews.
• Information Filtering: Serve as the primary gatekeeper, prioritizing critical corporate data, and urgent communications.
• Cross-Functional Sync: Direct traffic between CEO and key stakeholders to ensure mission alignment.
• Project Tracking: Monitor milestones for key missile defense initiatives, ensuring accountability on action items.

Communications & Liaison Realignment

• High-Level Interface: Serve as a primary point of contact for Department of Defense (DoD) officials, military leadership, and congressional staff.
• Readiness & Briefings: Draft, review, and format classified briefings, white papers, and executive summaries for military stakeholders.
• Meeting Preparation: Build comprehensive dossier packs and background research.

Tactical & Logistics Management

• Complex Scheduling: Manage an aggressive, fluid calendar, balancing domestic and international visits.
• Secure Travel: Coordinate complex, multi-destination travel itineraries, including secure transport and material handling.
• Arrange domestic and international travel, including flights, lodging, transportation, and itineraries.
• Prepare and reconcile expense reports and corporate credit card statements.

Meeting and Event Coordination

• Organize board meetings, staff meetings, and domestic and international special events.
• Prepare meeting materials, presentations, and minutes.
• Track action items and ensure timely completion.

Office and Administrative Management

• Manage office staff in Old Town Alexandria.
• Assist with contract management, vendor communications, and office operations.
• Oversee events.

Project Support

• Conduct research and compile information for executive decision-making.
• Support strategic initiatives and special projects as assigned.
• Monitor deadlines and ensure deliverables are completed on schedule.

Qualifications & Requirements

• Experience: 7 years supporting C-Suite executives or serving as a military officer (e.g., Captain/Major or Navy Lieutenant/LCDR) in an XO role.
• Defense Industry Savvy: Deep understanding of DoD structures, defense acquisition processes, and military protocol.
• Technical Skills: Mastery of secure communication platforms, aerospace project tracking software, and the MS Office Suite.
• Availability: Flexibility to provide off-hours support as needed.
• Education: Bachelor’s degree.

Skills and Competencies

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to prioritize competing demands and work independently.
• High level of professionalism, discretion, and sound judgment.
• Impeccable attention to detail and problem-solving skills.
• Ability to remain calm and composed under pressure.

Compensation and Benefits

• Competitive salary commensurate with experience.
• Paid time off and holidays.
• Professional development opportunities.