SECRETARY III

Executive Secretary

This position provides executive-level administrative and secretarial support, requiring extensive discretion, initiative, and professionalism. This role supports senior leadership, including C-level executives or commanding officers, and serves as a central point of contact for complex communication, scheduling, and organizational coordination. The Secretary III handles sensitive information, prepares executive correspondence, anticipates leadership needs, and acts independently in responding to non-routine situations. The role may involve supporting classified environments, managing conference room systems, coordinating building protocols, and serving as liaison with external high-ranking officials.

As with any position, additional expectations exist. Some of these are, but are not limited to, adhering to normal working hours, meeting deadlines, following company policies as outlined by the Employee Handbook, communicating regularly with assigned supervisor(s), and staying focused on the assigned tasks including company meetings, and completing other tasks as assigned.

Responsibilities

• Serve as central point of contact for executive-level communication, data calls, and information management
• Manage calendars, schedules, and appointments for senior leaders; prioritize and resolve scheduling conflicts
• Anticipate and prepare materials for leadership meetings, telephone calls, briefings, and correspondence
• Read and interpret publications, directives, and regulatory guidance; take independent action where appropriate
• Compose administrative correspondence and internal communications using initiative and knowledge of leadership priorities
• Prepare briefings, reports, summaries, and formal replies by compiling data from diverse sources
• Coordinate with subordinate secretaries, shift administrative resources to meet workload surges, and provide guidance on procedures
• Interact professionally with internal and external stakeholders including government officials, command staff, and partner organizations
• Support logistics, facility, or conference room management as assigned by leadership
• Handle sensitive information in compliance with organizational and government confidentiality requirements
• Lead and mentor the department's Executive Assistants, ensuring standardized workflows for correspondence, timekeeping, and daily operations.
• Facilitate technical training for staff on internal systems, including time card reporting protocols and formal communication standards.
• Take full ownership of assigned departmental actions, proactively managing project lifecycles from inception to completion.
• Manage complex calendars, schedules, and priorities for Executives, Directors, and Senior Managers.
• Draft, review, and route formal documents (MOAs/MOUs, certification letters, retirement memos) through appropriate command channels.
• Lead the coordination of high-profile events, including board meetings, conferences, and retreats; prepare all supporting reports and presentations.
• Handle sensitive and classified information with the highest degree of discretion and professional integrity.
• Serve as the primary Point of Contact (POC) for ERP functions, including generating reports, processing 1149 requests, and managing time-entry tasking.
• Execute and track purchase requests for materials and services via the PRT system through final delivery.
• Manage the administrative onboarding process for government personnel, including facility access and supply requirements.
• Oversee all Defense Travel System (DTS) matters and the processing of Passport/Visa documentation.
• Oversee government timekeeping, overtime requests, and weekly muster audits to ensure 100% compliance.
• Facilitate security-related requests, including DISS, shipyard access, and courier card authorizations.

Basic Qualifications

• High School Diploma or GED Equivalent
• Active Secret Clearance
• 5+ years' of senior level administrative support
• 5+ years experience utilizing DoD software programs such as ERP, LOCUS, and DTS
• 5+ years' Microsoft Office 365 Suite: Word, Excel, Outlook, OneDrive, Teams, SharePoint, and PowerPoint
• 5+ years' operating various office equipment: copiers, fax machines, typewriter, scanner, and telephone answering systems, electronic files/folders
• U.S. Citizenship Required

Preferred Qualifications

• AA or higher level degree in Business Administration
• 5+ years experience supporting DoD or other government leadership offices
• 5+ years experience with DoD terminology, correspondence, and filing standards
• Experience handling facility and security protocols within government facilities

Join the VSolvit Team! Founded in 2006, VSolvit (pronounced 'We Solve It') is a technology services provider that specializes in cybersecurity, cloud computing, geographic information systems (GIS), business intelligence (BI) systems, data warehousing, engineering services, and custom database and application development. VSolvit is an award winning WOSB, CA CDB, MBE, WBE, and CMMI Level 3 certified company. We offer a customizable health benefits program that best meets the needs of its employees. Offering may include: medical, dental, and vision insurance, life insurance, long and short-term disability and other insurance products, Health Savings Account, Flexible Spending Account, 401K Retirement Plan options, Tuition Reimbursement, and assorted voluntary benefits. Our goal is to grow together and enjoy the work that we do as a team.

VSolvit LLC is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, sex, national origin, protected veteran status, or disability status.