Sr. Special Assistant/Executive Assistant– U.S. Citizen

You must be a U.S. Citizen. Do NOT apply if you are not. Position OverviewThe Senior Executive Assistant will provide comprehensive administration and project support to the Office Director and Front Office, ensuring efficient operations and proactive management of administrative, project, and performance monitoring functions.Key Responsibilities1. Executive & Calendar SupportProvide high-level administrative support to the Director and Front Office, anticipating needs and proactively responding to business requirements.Manage complex calendars; schedule/coordinate meetings, appointments, and travel (onsite/offsite), including all related logistics.Track leadership's out-of-office time, ensuring delegation and coverage are identified in advance.2. Meeting & Communications SupportPrepare, compile, and distribute briefing materials, agendas, meeting notes, and minutes.Facilitate and support leadership meetings and presentations, including weekly leadership meetings and recurring all-hands events.Serve as primary point of contact for the Front Office, liaising with other offices and soliciting feedback.3. Documentation & ReportingPrepare correspondence, cables, policy papers, and reports for key audiences.Perform data entry/extraction from databases and spreadsheets; generate reports and dashboards for leadership.Document and track administrative actions for the staff (e.g., performance plan cycles, FSO bidding cycles, step increases), ensuring deadlines are met.4. Process & Project ManagementMonitor progress of tasks/projects; provide regular updates and proactively flag risks/issues.Define, analyze, and improve business processes and workflows to standardize office operations and identify efficiency gains.5. General Office OperationsProvide general office support (phones, filing, copying, time and attendance).Serve as the Time and Attendance (T&A) representative for government staff, responsible for accurately recording, tracking, and submitting timekeeping data in the Department's designated system, resolving discrepancies, and ensuring compliance with applicable timekeeping policies and deadlines.Maintain office supply inventory/equipment and coordinate procurement.Support event planning and logistics as needed. Required Qualifications · Minimum 8 years of progressively responsible administrative/executive support experience, including at least 3 years supporting a Senior Executive Service (SES), General/Flag Officer, or equivalent senior leadership position, in government or a large complex organization.· Bachelor's degree preferred; equivalent combination of relevant work experience may be considered in lieu of degree.· Minimum 5 years of experience with MS products, including M365 and SharePoint.· Minimum 3 years of experience independently managing multiple high-priority projects, tasks, and competing deadlines in a fast-paced, high-visibility front office environment.· Demonstrated ability to exercise independent judgment and discretion, anticipate executive needs, and act proactively without close supervision or extensive direction.· Proven experience working effectively with senior executives who communicate directly and maintain high performance expectations, including the ability to adapt communication style, prioritize competing demands, and manage sensitive situations with tact and composure.· Strong leadership and organizational skills; proven ability to collaborate with cross-functional teams and represent the Front Office professionally with internal and external stakeholders.· Excellent written and verbal communication skills; demonstrated experience in professional writing, executive-level correspondence, report creation, and data consolidation.· Demonstrated proficiency with task management and collaboration tools (e.g., Teams, SharePoint Lists, Microsoft Planner).· Ability to work independently with minimal supervision while functioning as an effective, collaborative team member.· Strong customer service orientation and unwavering commitment to quality and accuracy.· Flexibility and willingness to take on additional responsibilities, adjust to shifting priorities, and support surge requirements as needed.Active Secret security clearance required.Recommended Additional Requirements (Optional)7+ years of direct experience supporting SES, Flag/General Officer, or C-suite-level executives in a government or large complex organizational setting.Familiarity with the Federal Government protocols, front office operations, and administrative procedures.Demonstrated ability to handle sensitive and confidential information with the highest degree of discretion; willingness to sign a confidentiality/non-disclosure agreement if required.Experience planning and executing high-level events, conferences, or executive-level engagements, including logistics for VIP visits.Strong problem-solving skills, sound judgment, and meticulous attention to detail under time pressure.Demonstrated experience providing after-hours or surge support during high-tempo periods (e.g., congressional engagements, crisis response, senior leadership travel).Prior experience mentoring or coordinating the work of junior administrative staff.Familiarity with federal govt's systems preferred.Demonstrated success working in fast-paced, high-visibility front office environments with minimal onboarding/ramp-up time required.