(611) Executive Administrative Assistant (Director Support)

Position Description

Position Overview: We are seeking a highly skilled Executive Assistant to provide professional-level administrative support to the Director of the Office of Local Defense Community Cooperation (OLDCC). The successful candidate will deliver comprehensive executive support services, including calendar and correspondence management, recordkeeping, meeting preparation, travel logistics, and front office coordination. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to operate in a fast-paced environment supporting senior leadership.

Work Location: Crystal City, VA (onsite M-F, 0800 - 1630)

Clearance: Secret

Responsibilities and/or Success Factors:  Administrative & Process Support

• Document and maintain standard operating procedures to ensure efficiency of administrative activities.
• Attend and support staff meetings; capture, disseminate, and track action items and administrative updates. Calendar & Meeting Management
• Manage and de-conflict the Director’s schedule, anticipating impacts and coordinating with stakeholders.
• Participate in daily administrative huddles to review upcoming deadlines, events, and requirements.
• Coordinate scheduling of interviews, Technical Review Committee (TRC) meetings, and agency-wide events.
• Prepare meeting notes, ensure read-ahead materials are distributed, and track follow-ups.
• Serve as the primary liaison for visitors, calls, and meeting requests for the Director.
• Support setup and execution of executive-level meetings (logistics, clearances, IT/electronic systems). Records & Correspondence Management
• Manage the Director’s files (electronic and paper) in compliance with NARA standards.
• Ensure accurate file naming conventions, recordkeeping, and maintenance of special project files.
• Assemble and distribute weekly Read-Ahead Binders for the Director.
• Proofread, edit, and format executive-level correspondence, reports, and policies.
• Track suspense items in enterprise systems, ensuring timely submission of packages and reports.
• Support classified and unclassified correspondence handling per agency SOPs. Travel Coordination.
• Plan and manage all aspects of the Director’s travel, including itineraries, lodging, transportation, and logistics.
• Prepare detailed travel binders and coordinate requirements with internal staff and external stakeholders.
• Ensure compliance with agency travel procedures and systems. Communications & Office Support
• Serve as the primary POC for the Director’s phone line, triaging calls and ensuring timely follow-up.
• Manage incoming/outgoing mail, annotating suspense dates and routing appropriately.
• Prepare routine correspondence (e.g., birthday cards, acknowledgments). Reporting & Compliance
• Contribute to monthly status reports, documenting tasks completed, issues resolved, and areas requiring attention.
• Submit all tracking documents to the Office Manager for review.
• Attend weekly staff meetings, agency-wide training, and internal administrative coordination meetings.

Minimum Qualifications Including Certificates:

• Must have an active Secret clearance.
• Bachelor's degree in business, communication, or a related field.
• 5+ years of executive-level administrative support experience, preferably supporting senior government or military leadership. 
• Strong proficiency in Microsoft Office Suite, enterprise systems, and scheduling tools.
• Excellent organizational, communication, and problem-solving skills.
• Ability to handle sensitive and classified information with discretion.
• Experience managing multiple priorities under tight deadlines.

Desired Qualifications: 

• Familiarity with federal government correspondence and records management processes. 
• Experience supporting senior DoD or government agency officials. 
• Knowledge of NARA recordkeeping standards and federal travel systems. Key Attributes 
• Proactive and forward-thinking with strong planning skills. 
• Team-oriented with ability to coordinate across multiple stakeholders. 
• High level of professionalism, confidentiality, and attention to detail. 
• Adaptability to shifting priorities and emerging requirements.