Executive Assistant

Job Description

Job Description

Description:

KSA Integration is a Service-Disabled Veteran-Owned Small Business (SDVOSB) that provides business and management solutions through two core portfolios: (1) Warrior Readiness, and (2) Warrior Care. We are a rapidly growing government contractor that has built a reputation for focused customer service, on-time performance, and continuous improvement. To demonstrate this, KSA has been awarded the Inc. Best Workplaces, a prestigious list of businesses recognized for the value placed on company culture, standout worker benefits, and the prioritization of employee well-being, every year from 2019 to 2025. KSA also earned recognition on the Best for Vets List by Military Times from 2019 to 2025 and garnered the Department of Labor “Hire Vets” Platinum Medallion Award from 2021 to 2025.

Position Overview: This position supports the Marine Corps Program Management Office as an Executive Assistant. The Executive Assistant provides comprehensive administrative and executive-level support to the Program Manager and senior program personnel, ensuring efficient daily operations, accurate records management, and seamless coordination across Marine Corps and Department of War (DoW) stakeholder organizations. 

 

This Position is Contingent Upon Award  

Benefits:

• Pay commensurate with background and experience.
• Medical, Dental, Vision (82% of employee’s premium paid by company, 25% towards dependents)
• HSA / FSA Medical Plans
• PTO
• Flexible Work Environment and Encourage Work/Life Balance
• 401K with Company Match
• Observes all federal holidays
• Professional Development/Tuition Reimbursement Program 
• Annual Career Development Process 

Job Type: Full-time/Exempt

Location: Pentagon 

Anticipated Start Date: Upon Contract Award

Position Responsibilities:

• Manage the program office calendar, schedule appointments, and coordinate meetings, working groups, and program reviews across multiple DoW stakeholder organizations.
• Prepare, proofread, and edit correspondence, action memos, briefings, and executive-level documents on behalf of the Program Manager, ensuring compliance with Marine Corps correspondence standards.
• Coordinate travel arrangements and prepare travel authorizations, vouchers, and itineraries in compliance with departmental travel regulations using the Defense Travel System (DTS).
• Record and distribute meeting minutes, track action items, and maintain accountability for follow-up tasks arising from program meetings and working groups.
• Serve as the primary point of contact for incoming communications (calls, emails, and correspondence) to the program office; screen, triage, and route inquiries to the appropriate program personnel.
• Maintain program files, SharePoint sites, and document management systems to ensure accurate records retention and timely retrieval of program documentation.
• Coordinate logistics for conferences, site visits, and program reviews, including venue arrangements, equipment, and attendee coordination.
• Assist the Program Manager with financial tracking by maintaining expenditure logs, processing invoices, and supporting monthly and quarterly financial reporting deliverables.
• Support preparation and submission of contractual deliverables and reports in accordance with task order requirements and deadlines.
• Coordinate administrative onboarding for new contractor personnel supporting the program, including access requests, equipment coordination, and orientation scheduling.

Requirements:

Position Requirements:

• Associate’s or Bachelor’s Degree in Business Administration, Office Management, or a related field (or equivalent experience).
• Minimum of 5 years of experience providing executive assistant or administrative support in a DoW or federal government contracting environment.
• Demonstrated ability to work collaboratively and manage multiple priorities simultaneously in a fast-paced government program office environment.
• Strong written and verbal communication skills with experience drafting professional correspondence and executive-level documents.
• Active Secret security clearance.
• Proficient with MS Office Suite (Word, PowerPoint, Excel, SharePoint) and common collaboration platforms (Teams, SharePoint Online).

Preferred Skills/Experience:

• Experience supporting a Marine Corps or Navy activity in an administrative role.
• Familiarity with Marine Corps or Department of Navy administrative processes, directives, and correspondence standards.
• Experience with contract deliverable tracking and status reporting in a DoW contracting environment.
• Experience coordinating conferences, working group events, or program reviews.
• Proficiency with Defense Travel System (DTS) and government financial management tools.

Pay Range

United States of America: $90,000 USD – $120,000 USD

Base pay offered may vary depending on geography, job-related knowledge, skills, and experience. A full range of medical, financial, and/or other benefits, dependent on the position, is offered.  

KSA Integration is an equal opportunity employer.