Executive Assistant, Federal Administrative Support

Job Description

Job Description

Description:

Location: Bellevue, Nebraska
Employment Type: Full-time, contract
Schedule: Monday through Friday, 7:30 a.m. to 4:30 p.m.
Anticipated Start Date: September 30, 2026
Pay: $31.11 per hour

Position Summary

Job Source USA, Inc. is seeking a qualified Executive Assistant to provide professional administrative and clerical support to senior leadership at a secure federal government facility in the Bellevue, Nebraska area.

This is a full-time, primarily onsite position requiring excellent organization, discretion, communication skills, and attention to detail. The selected employee will manage executive schedules, coordinate meetings, prepare correspondence and briefing materials, maintain records, track deadlines, and serve as a primary administrative point of contact between senior leadership and internal and external organizations.

The position requires prior experience working in a military environment. The successful candidate must understand professional military protocols, protect sensitive information, and communicate effectively with senior leaders, government personnel, and outside organizations.

This opportunity is contingent upon contract award, funding, completion of applicable pre-employment requirements, and authorization to begin work at the federal facility.

Primary Responsibilities

The Executive Assistant will perform responsibilities that include:

• Provide direct administrative support to senior leadership in a professional federal office environment.

• Manage leadership calendars, appointments, meetings, conferences, and scheduling requests.

• Review scheduling requests, identify conflicts, coordinate changes, and ensure leadership receives timely notice of upcoming commitments.

• Coordinate meetings with internal personnel, external agencies, installation organizations, and community partners.

• Prepare meeting materials, agendas, briefing documents, presentations, reports, and supporting information.

• Attend meetings and conferences when requested, document action items, and coordinate required follow-up.

• Track deadlines, suspense dates, assignments, deliverables, and leadership action items.

• Maintain reliable tracking systems to ensure required work is completed accurately and on time.

• Draft, edit, format, proofread, and distribute correspondence, memoranda, reports, emails, presentations, spreadsheets, and other official documents.

• Review documents for grammar, spelling, formatting, completeness, and consistency before submission.

• Use Microsoft Outlook to manage calendars, email communications, meeting invitations, contacts, and task reminders.

• Use Microsoft Word to prepare and maintain professional correspondence, reports, memoranda, forms, and administrative documents.

• Use Microsoft Excel to enter, organize, track, review, and report administrative information.

• Use Microsoft PowerPoint to prepare and update presentations, briefing slides, and leadership materials.

• Use Microsoft Teams and other authorized government collaboration systems to communicate, coordinate meetings, and manage information.

• Perform data entry and maintain accurate electronic and administrative records.

• Scan, upload, file, retrieve, update, and organize documents in authorized electronic recordkeeping systems.

• Maintain records in accordance with applicable federal requirements, office procedures, and information-management practices.

• Answer and appropriately route telephone calls, emails, correspondence, and in-person inquiries.

• Serve as a primary administrative point of contact between senior leadership and internal or external organizations.

• Communicate professionally with military personnel, civilian employees, contractors, senior officials, and members of the public.

• Receive, review, prioritize, and route administrative requests to the appropriate office or individual.

• Handle sensitive personnel, operational, administrative, and leadership information with discretion.

• Protect confidential information and prevent unauthorized disclosure of sensitive documents, conversations, schedules, and electronic records.

• Apply established military protocols, administrative procedures, office policies, and professional standards.

• Maintain effective working relationships with installation organizations, government offices, and community agencies.

• Assist with general office administration, document preparation, correspondence control, records maintenance, and other administrative assignments.

• Maintain accountability for government-furnished property, equipment, documents, and system access assigned to the position.

• Complete required security, information protection, privacy, cybersecurity, records management, and workplace training.

• Perform other administrative duties within the scope of the position as assigned.

Minimum Required Qualifications

Applicants must meet all of the following requirements:

• Associate degree in any field from an accredited institution.

• At least one year of clerical or data-entry experience in a professional office environment.

• At least one year of experience working in a military environment.

• Demonstrated ability to provide professional administrative support in a structured organization.

• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.

• Ability to use Microsoft Teams and learn authorized government information systems.

• Experience coordinating calendars, appointments, meetings, deadlines, and administrative assignments.

• Ability to prepare, edit, proofread, and format professional correspondence and documents.

• Ability to maintain accurate records and organize electronic files.

• Ability to communicate clearly and professionally by telephone, email, in person, and in writing.

• Ability to read, understand, speak, and write English fluently.

• Strong attention to detail and the ability to identify missing, inconsistent, or inaccurate information.

• Ability to manage multiple assignments while meeting established deadlines.

• Ability to work independently while following leadership direction, office procedures, and contractual requirements.

• Ability to exercise sound judgment when handling confidential or sensitive information.

• United States citizenship.

• Ability to work onsite in Bellevue, Nebraska, during the required work schedule.

Preferred Qualifications

Preference may be given to candidates with:

• Previous experience supporting senior military, federal, corporate, or executive leadership.

• Experience managing executive calendars and coordinating high-level meetings.

• Experience preparing leadership correspondence, briefings, reports, and presentations.

• Knowledge of military customs, organizational structures, terminology, and administrative protocols.

• Experience working with sensitive personnel or leadership information.

• Experience tracking suspenses, deliverables, and executive action items.

• Strong working knowledge of Microsoft Office and electronic records-management systems.

• Prior experience working at a federal installation or in a controlled-access government workplace.

Security and Access Requirements

The selected candidate must be able to satisfy all security, suitability, identification, and access requirements established for the position.

These requirements are expected to include:

• Completion of required security and suitability documentation.

• Completion of fingerprinting and identity verification.

• Successful completion of applicable criminal history, financial, suitability, and security reviews.

• Ability to complete an SF-86, AF Form 2583, or equivalent government security documentation if required.

• Ability to obtain and maintain authorization to enter the federal installation.

• Ability to obtain and maintain a Common Access Card, commonly known as a CAC, if required.

• Ability to obtain and maintain access to authorized government computer systems and networks.

• Compliance with all federal information security, privacy, cybersecurity, records management, and facility-access requirements.

An active security clearance is not currently required to apply. The selected candidate must be able to obtain and maintain any suitability determination, clearance, base access, CAC, or system access required under the final contract.

An unfavorable fingerprint, background, suitability, or security determination may prevent the employee from beginning or continuing work in this position.

Work Schedule and Location

This position is expected to work onsite at a secure federal government facility in the Bellevue, Nebraska area.

The normal schedule is:

Monday through Friday
7:30 a.m. to 4:30 p.m.
Federal holidays excluded

Applicants must be able to report reliably to the assigned worksite. This position should not be considered remote or regularly hybrid. Any limited telework would be subject to workload, security requirements, government equipment availability, and prior government authorization.

Professional Standards

The selected employee will work in a senior leadership environment and must maintain a consistently professional appearance and demeanor.

Professional business-casual attire is required. Detailed workplace and facility standards will be reviewed during onboarding.

The employee must demonstrate:

• Dependability and punctuality.

• Professional judgment and discretion.

• Respectful communication.

• Careful handling of confidential information.

• Responsiveness to leadership priorities.

• Accuracy and attention to detail.

• Compliance with government workplace rules and security procedures.

Applicants should submit a current resume that clearly identifies:

• Educational history.

• Office, clerical, administrative, and data-entry experience.

• Dates of employment for each position.

• Specific experience working in a military environment.

• Experience supporting senior or executive leadership.

• Microsoft Office proficiency.

• Calendar, meeting, correspondence, records, and deadline-tracking experience.

• Current telephone number and email address.

Candidates selected for final consideration may be required to provide:

• A resume limited to two pages for submission in the final qualifying package.

• Copies or verification of educational credentials.

• Three professional references.

• Verification of previous employment and military-environment experience.

• A signed and dated statement confirming the accuracy of the submitted resume and qualifications.

• Information and documentation required for security, fingerprinting, suitability, base-access, and system-access processing.

Hiring Process

Qualified applicants may participate in:

• Initial resume review.

• Telephone or video screening.

• Qualification verification.

• Structured interview.

• Professional reference checks.

• Conditional employment selection.

• Government suitability and security processing.

• Fingerprinting, identification, base-access, and system-access processing.

• Required onboarding and training.

Employment cannot begin until the applicable contractual, security, fingerprint, suitability, and facility-access conditions have been satisfied or the candidate has received specific authorization to begin limited duties.

About Job Source USA, Inc.

Job Source USA, Inc. recruits and places qualified professionals in administrative, operational, and support positions. Our employees are expected to provide dependable, professional service while meeting the requirements of the customers and workplaces they support.

Job Source USA, Inc. is an equal opportunity employer. Employment decisions are based on qualifications, performance, business requirements, and applicable law.