Job Description
Overview Job Summary 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 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 gover