Executive Administrative Assistant Senior CA

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, mandatory10+ years demonstrative experience as an executive administrative assistantHands-on experience in relevant roles within the Department of Defense, showcasing a proven track record of excellence and expertiseManaging complex calendars, including scheduling meetings, appointments, and travel arrangements for executivesPlan and coordinate meetings and gatherings, ensuring smooth logistics and facilitating effective communication among participantsUnderstand executives' unique needs and preferences, striving to anticipate and fulfill them proactivelyActing as a liaison between executives and internalexternal stakeholders, handling correspondence, phone calls, and emails with professionalism and discretionOrganizing and coordinating meetings, conferences, and events, including logistics, agendas, and materials preparationConducting 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 timesManaging special projects and initiatives as assigned by executives, ensuring timely completion and high-quality resultsDemonstrating exceptional organizational skills, attention to detail, and the ability to prioritize and multitask in a fast-paced environmentServing as a trusted and reliable resource for executives, anticipating their needs and proactively addressing any issues or challenges that may ariseSkillfully coordinate all facets of executives' schedules, including intricate domestic and international travel arrangements, with proficiency in Defense Travel System operationsProduce dynamic and professional PowerPoint presentations, Word documents, and Excel spreadsheets, ensuring accuracy and precision in all deliverablesProactively anticipate and resolve potential schedule conflicts before they escalate, demonstrating exceptional foresight and problem-solving skillsMaintain and manage key databases, ensuring accurate and timely data entry, preparation of reports, and coordination with vendors as neededProvide comprehensive project management assistance, including maintaining action plans, timelines, and scheduling meetings, contributing to the seamless execution of projectsOffer office integration, communication, coordination, and planning support for the program administrative operations, contributing to the success of acquisition development, production, and sustainment effortsSupport the setup, execution, and cleanup of electronic and face-to-face meetings, leveraging strong organizational and technical skillsUtilize 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 networksCommunicate complex information in a clear and concise manner, fostering understanding and alignment among team members and stakeholdersExhibit strong critical thinking and problem-solving skills, proactively addressing challenges and driving innovative solutionsWork autonomously with minimal supervision, while seamlessly interfacing with team members and senior leadership, fostering a collaborative and supportive work environmentTake proactive measures to prevent problems, leveraging a solutions-oriented approach to optimize outcomesDisplay exceptional written and oral communication skills, alongside demonstrated leadership capabilities, fostering team collaboration and achieving shared goalsPreferred Qualifications:Experience working in government contracting or federal programsEducation CertificationsA master's degree (MAMS) 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 standardAdditional 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 expertiseProject Management Professional (PMP) - Useful for managing PR campaigns and initiativesBenefitsMedical, dental, vision, disability, and life insuranceFlexible Spending Accounts401(k)PTOPaid Paternal leaveTuition reimbursementPaid federal holidaysSecurity Clearance Must be a U.S. Citizen. A high-level Department of Defense active security clearance ismay 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.

Created: 2025-03-04