Executive Administrative Assistant Senior - Galapagos Federal Systems, LLC

Job Title: Executive Administrative Assistant Senior -5578

Job Location: Los Angeles, CA 90245

Job Salary: $110,000 - $125,000

Job Summary

Galapagos Federal Systems LLC is looking for an enthusiastic, well-qualified individual to fill the senior-level Executive Administrative Assistant position and to join our team of qualified, diverse individuals.

In this role, the Executive Administrative Assistant will play a critical role in ensuring the smooth and efficient operation of our organization by providing high-level administrative assistance in support of all operations within the program office. The ideal candidate will have a proven track record of success as an Executive Assistant under and in accordance with IAW and the Performance Work Statement (PWS), with strong administrative skills, attention to detail, and the ability to thrive in a dynamic and demanding environment.

Skills / Experience Required

Key Responsibilities and experience needed for the Senior-level Executive Administrative Assistant:

• Current Active Top-Secret clearance with SCI, mandatory
• 10+ years demonstrative experience as an executive administrative assistant
• Hands-on experience in relevant roles within the Department of Defense, showcasing a proven track record of excellence and expertise
• Managing complex calendars, including scheduling meetings, appointments, and travel arrangements for executives
• Plan and coordinate meetings and gatherings, ensuring smooth logistics and facilitating effective communication among participants
• Understand executives' unique needs and preferences, striving to anticipate and fulfill them proactively
• Acting as a liaison between executives and internal/external stakeholders, handling correspondence, phone calls, and emails with professionalism and discretion
• Organizing and coordinating meetings, conferences, and events, including logistics, agendas, and materials preparation
• Conducting research, compiling data, and preparing briefs or summaries to assist executives in decision-making processes.
• Handling confidential and sensitive information with the utmost discretion and maintaining strict confidentiality at all times
• Managing special projects and initiatives as assigned by executives, ensuring timely completion and high-quality results
• Demonstrating exceptional organizational skills, attention to detail, and the ability to prioritize and multitask in a fast-paced environment
• Serving as a trusted and reliable resource for executives, anticipating their needs and proactively addressing any issues or challenges that may arise
• Skillfully coordinate all facets of executives' schedules, including intricate domestic and international travel arrangements, with proficiency in Defense Travel System operations
• Produce dynamic and professional PowerPoint presentations, Word documents, and Excel spreadsheets, ensuring accuracy and precision in all deliverables
• Proactively anticipate and resolve potential schedule conflicts before they escalate, demonstrating exceptional foresight and problem-solving skills
• Maintain and manage key databases, ensuring accurate and timely data entry, preparation of reports, and coordination with vendors as needed
• Provide comprehensive project management assistance, including maintaining action plans, timelines, and scheduling meetings, contributing to the seamless execution of projects
• Offer office integration, communication, coordination, and planning support for the program administrative operations, contributing to the success of acquisition development, production, and sustainment efforts
• Support the setup, execution, and cleanup of electronic and face-to-face meetings, leveraging strong organizational and technical skills
• Utilize various computer applications, including web browsers like Microsoft Internet Explorer, Mozilla Firefox, and Google Chrome, to send and receive program data and information via secure networks
• Communicate complex information in a clear and concise manner, fostering understanding and alignment among team members and stakeholders
• Exhibit strong critical thinking and problem-solving skills, proactively addressing challenges and driving innovative solutions
• Work autonomously with minimal supervision, while seamlessly interfacing with team members and senior leadership, fostering a collaborative and supportive work environment
• Take proactive measures to prevent problems, leveraging a solutions-oriented approach to optimize outcomes
• Display exceptional written and oral communication skills, alongside demonstrated leadership capabilities, fostering team collaboration and achieving shared goals

Preferred Qualifications:

• Experience working in government contracting or federal programs

Education / Certifications

• A master's degree (MA/MS) may be required; however, a bachelor's degree plus 8 years' work experience may be substituted for a master's degree OR 12+ years of relevant work experience may be accepted in place of a master's degree in accordance with the Office of Personnel Management's (OPM) Crediting Combinations of Education and Experience standard

Additional Certifications (Preferred but Not Required):

• Accreditation in Public Relations (APR) - Offered by the Public Relations Society of America (PRSA)
• Certified Public Relations Specialist (CPRS) - Various professional organizations offer certifications to validate PR expertise
• Project Management Professional (PMP) - Useful for managing PR campaigns and initiatives

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Paid Paternal 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 to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC is an SBA Certified Native Hawaiian Organization 8(a) Small Business specializing in global information technology and offering professional solutions 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."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.