Executive Administrator SSDP/SWAC Jobs

Executive Administrator

Galapagos Federal Systems LLC is seeking a highly motivated and qualified Executive Administrator to support the SSDP/SWAC Threat Assessment Division and join a team of skilled, diverse professionals. This role provides direct, on-site support to the Director of Threat and Policy Assessment, as well as division leadership within the Threat Assessment Division (TAD), part of the Space Security and Defense Program (SSDP) and Space Warfighting Analysis Center (SWAC). The Executive Administrator will serve as a key member of the executive support staff, ensuring efficient day-to-day operations and enhancing overall organizational effectiveness. The ideal candidate will maintain a professional and positive public presence while representing TAD. They will leverage a comprehensive understanding of the division's mission, priorities, projects, and operational processes to support leadership, streamline workflows, and contribute to mission success.

Key Responsibilities The Executive Administrator will:

• Manage the Director's and Deputies' dynamic daily calendars and travel schedules
• De conflict and re prioritize meetings and events to accommodate changing mission requirements
• Arrange travel for the Director and Deputies using the Defense Travel System (DTS), including flights, lodging, and ground transportation
• Coordinate travel logistics and provide detailed itineraries for all trips
• Prepare and submit travel vouchers in DTS following completion of travel
• Perform records management and ensure all required documentation is accurate and compliant
• Schedule meetings and events to maximize leadership efficiency, aligning with mission priorities and deadlines
• Identify and coordinate with meeting participants, stakeholders, and subject matter experts (SMEs)
• Ensure all materials required for engagements are prepared and available
• Prepare leadership for meetings by providing read-ahead materials, participant biographies, and scheduling preparation time as needed
• Track and manage taskings and action items from Headquarters, external organizations, and internal leadership
• Prepare correspondence, respond to information requests, and manage communications
• Coordinate meetings, VTCs, and conference calls, including logistics and meeting minutes
• Receive and escort visitors in accordance with security protocols
• Organize and maintain large volumes of data across shared drives and systems
• Perform general office management duties, including ordering supplies, managing mail/courier services, and distributing organizational documents
• Assist with security processes, including clearance verification, facility access, visit requests, and secure data transfers

Requirements Skills and Experience The Executive Administrator must have:

• Active TS/SCI clearance, with willingness to undergo polygraph
• Willingness to support occasional travel
• 5+ years of executive administrative support experience, preferably in a classified environment
• Proven experience supporting senior executives or government leadership
• Strong interpersonal and communication skills (phone, email, and in-person) in fast-paced environments
• Exceptional writing skills with the ability to communicate effectively with senior government leaders
• Experience with office management procedures, systems, and tools (calendars, task tracking, visit request systems)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Defense Travel System (DTS) and government travel processes
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• High level of professionalism and discretion handling sensitive and classified information
• Experience with records management and data organization in shared drives or enterprise systems
• Ability to collaborate effectively with leadership, staff, and subject matter experts

Education and Certifications The Executive Administrator must have the following: Required

• Bachelor's degree in related field

Benefits

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

Security Clearance Must be a U.S. Citizen. A high-level Department of Defense active security clearance is/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 up to thirty pounds, as necessary.

Company Summary Headquartered in Hawaii, Galapagos Federal Systems LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. We deliver professional services 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."