Executive Assistant

Executive Assistant

Indianapolis, IN

CTEC is a leading technology firm that provides modernization, digital transformation, and application development services to the U.S. Federal Government. Headquartered in McLean, VA, CTEC has over 300 team members working on mission-critical systems and projects for agencies such as the Department of Homeland Security, Internal Revenue Service, and the Office of Personnel Management. The work we do effects millions of U.S. citizens daily as they interact with the systems we build. Our best-in-class commercial solutions, modified for our customers' bespoke mission requirements, are enabling this future every day.

The Company has experienced rapid growth over the past 3 years and recently received a strategic investment from Main Street Capital Corporation (NYSE: MAIN). In addition to our recent growth in Federal Civilian agencies, we are seeking to expand our capabilities in cloud development and footprint in national-security focused agencies within the Department of Defense and U.S. Intelligence Community.

We are seeking an experienced Executive Assistant to provide high-level administrative and operational support to a Program Management Office (PMO). The role will serve as a key facilitator for meetings, communications, and administrative processes, ensuring smooth coordination across stakeholders and enabling effective execution of PMO priorities.

Key Responsibilities

• Serve as facilitator for meetings and working sessions, including agenda setting, time management, and ensuring adherence to meeting objectives.
• Track, document, and follow up on action items to ensure timely completion and closure.
• Prepare and distribute meeting minutes, status updates, and stakeholder communications.
• Support planning and execution of meetings with clear goals and actionable outcomes.
• Act as the first point of contact for the supported manager, triaging requests and prioritizing communications.
• Coordinate calendars, meetings, travel arrangements, and logistics using approved federal travel systems (e.g., CGE Concur).
• Prepare agendas, briefing materials, and ensure leadership is fully prepared for meetings and travel.
• Provide expense report support and reconciliation assistance.
• Manage incoming calls, visitors, correspondence, and general administrative workflows.
• Develop, implement, and maintain administrative systems, procedures, and documentation standards.
• Draft memoranda, reports, and other official documents as required.
• Perform quality control review of incoming documents, taskers, and correspondence prior to routing for approval.
• Coordinate closely with other administrative assistants and PMO staff to ensure alignment of tasks and communications.
• Support training coordination activities in partnership with training coordinators and leadership teams.
• Assist with special projects including research, documentation, and basic analysis as needed.
• Provide cross-training support for new Executive Assistant contractors when required.

Required Qualifications

• Bachelor's Degree required.
• Minimum of five (5) or more years of experience in executive administrative or PMO support roles.

Clearance

• CBP BI Clearance preferred.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Cybermedia Technologies management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, where applicable and available, reasonable accommodation(s) may be made to enable individuals with disabilities to perform essential functions of this position. Please note: Candidate(s) will be required to go through pre-employment screening. Cybermedia Technologies, Inc. is a proud Equal Opportunity Employer! (EOE; M/F/D/V)

If you are looking for a fun and challenging environment with talented, motivated people to work with, CTEC is the right place for you. In addition to employee salary, we offer an array of employee benefits including:

• Paid vacation & Sick leave
• Health insurance coverage
• Career training
• Performance bonus programs
• 401K contribution & Employer Match
• 11 Federal Holidays