Senior Administrative Assistant - Defense Sector (...

Executive Summary: We are seeking an experienced Senior Administrative Support III professional to provide expert-level administrative services at the Pentagon in Washington, D.C. This role will support senior executives and their directorates in a fast-paced, highly sensitive environment, ensuring efficient day-to-day operations while maintaining the highest standards of confidentiality and professionalism. The ideal candidate will have extensive experience supporting Department of Defense (DoD) senior management, with a strong understanding of defense protocols, including travel management, technical writing, and security procedures. Candidate Qualifications: Washington, D.C. resident preferred. Minimum seven years of demonstrated experience supporting DoD senior management. Expertise in managing executive calendars, handling phone correspondence, and preparing briefings. Position Duties: Executive Administrative Support: Serve as the primary administrative point of contact for multiple senior executives and their directorates. Calendar Management: Maintain and coordinate daily schedules, ensuring all operations are timely and professional. Meeting Coordination: Arrange and oversee meetings, conferences, and video-teleconferencing, including minute-taking and attendee contact roster management. Correspondence & Document Management: Draft, review, edit, and manage formal letters, memoranda, reports, and briefing materials. Technical Writing & Proofreading: Conduct document formatting, proofreading, and compliance checks, ensuring DoD-style accuracy and error-free submissions. Expense Tracking: Monitor and track directorate expenses, ensuring timely processing and action completion. Information Management: Maintain and update key informational binders related to staff priorities and quarterly requirements. Representation & Task Tracking: Represent the Director at meetings, track assigned tasks, and update leadership with the latest DDI(CL&S) guidance and requirements. Task Delegation: Act as the administrative interface for the DDI(CL&S) staff, assigning tasks to appropriate divisions. Travel Coordination: Plan, book, and oversee executive travel arrangements, including itinerary development, passport/visa processing, reservations, and travel voucher preparation. Security & Confidentiality: Provide administrative support within a Sensitive Compartmented Information Facility (SCIF), strictly maintaining classified security protocols. Human Capital Advisory: Assist with military and civilian personnel management, including awards, evaluations, and Joint Duty Assignments. Onboarding & Training: Facilitate staff onboarding, ensuring compliance with security protocols and initial training procedures. Budget & Contract Support: Provide budgetary and contract-related administrative support as needed. Security Management: Assist in SCI, SAP, and ACCM security compliance and documentation for sensitive operations. Required Skills: Security Clearance: Active Top-Secret clearance with SCI. Administrative Experience: Minimum seven years of demonstrated DoD administrative experience. Senior Management Support: Minimum five years supporting DoD senior executives, including calendar management, phone correspondence, and briefing preparation. Administrative Program Management: Minimum five years of experience managing multiple administrative programs and evaluating project objectives. Document Preparation & Editing: At least five years of experience drafting and editing executive correspondence, briefing slides, and memoranda. Action Officer Experience: Minimum five years tracking expenses, staffing packages, and coordinating executive actions. Executive Travel Support: Minimum four years coordinating senior executive domestic and foreign travel. Technical Writing Proficiency: Proven ability to draft and edit complex documentation clearly and concisely. Sensitive Activities Administration: Experience providing administrative support for Sensitive Activities Programs (SAP) and Alternative Compensatory Control Measures (ACCM). Software Proficiency: Expert-level Microsoft Office Suite skills (Excel, Access, Outlook, PowerPoint, Word).

Created: 2026-03-10