Executive Admin (EA)

XMSTART is looking to add an experienced and strategic full-time Executive Administration to join our team, in Chantilly, VA. This position is 100% Onsite.

This EA will support the Satellite Program Office, providing direct administrative and executive support to government leadership. They will assist the Chief of Staff with daily office operations, maintain office files and records, and provide backup support to the Front Office team as needed. The EA will prepare official documents in accordance with government policies and maintain familiarity with senior government offices and stakeholders.

Requirements

Security Clearance Requirements:

• Top Secret/SCI with CI Polygraph Required
  
  

Education:

• Bachelor's Degree with 15 years of relevant experience
  
  

Qualifications:

• Strong problem identification/resolution skills, flexibility, initiative, and a proven ability to communicate and work with senior executives efficiently and effectively (to include experience interfacing/communicating with senior executive leadership in government or industry)
• Strong experience in writing/editing memos and correspondence
• Excellent computer skills in MS Office (Word, Excel, PowerPoint)
• Excellent organizational and interpersonal skills
• Primary responsibilities for this position do not require travel; however, there is possibility to travel 1-2 times a year
• Acute attention to detail
  
  

Responsibilities:

• Provide administrative, project, and logistics support to senior managers, including the Director, Deputy Director, and Division Chiefs
• Manage senior manager calendars/schedules and coordinate visit requests
• Process senior manager travel authorizations and expense reports through use of the customer's Travel Dashboard (eTrip)
• Coordinate program level technical engagements with senior corporate executive stakeholders and industry partners in the intelligence and space communities
• Arrange for appropriate conference rooms/facilities and prepare meeting places in accordance with acceptable protocol and security procedures
• Review and route senior-level executive correspondence, ensuring compliance with established customer correspondence standards
• Serve as Program Records Officer. Develops and maintains front office file plan; provides guidance, training, and oversight to division level team, and keeps policies and procedures maintaining subordinate level files plans as dictated by customer instructions and policy
• Ensure the office maintains an adequate amount of office supplies and order more as needed
• Identify and submit work orders to ensure office facilities remain fully functional and operational
• Assist with special event requirements such as time and place, location, duration, number of attendees, security requirements, and travel arrangements
• Provide back-up support to the Director's Action Group. Serves as an integral part of the customer's Tracking Information and Enterprise Response (TIER) action coordination process. Ensures actions are completed in a timely manner to meet customer requirements
• Provide back-up support in preparation/staffing review of Weekly Activity Reports documenting accomplishments and identifying upcoming events, as well as satellite acquisition progress and status
• Maintain customer-required qualifications and certifications as Program Records Officer, customer Action Officer, and other training required for the execution of assigned responsibilities
  
  

Preferred Qualifications:

• Background in National Archives and Records Administration (NARA) requirements for records and information management
• At least 15 years of direct administrative support experience with senior-level military or civilian officials
• General knowledge of organization and IC business processes