Senior Executive Administrator Jobs (NOW HIRING)

Job Summary

Galapagos Federal Systems LLC is seeking a highly motivated Executive Administrator to support the Space Security and Defense Program (SSDP) and Space Warfighting Analysis Center (SWAC) Threat Assessment Division (TAD). 

This position provides direct, on-site support to the Director of Threat and Policy Assessment and division leadership. As a key member of the executive support team, the Executive Administrator will help ensure efficient daily operations, facilitate leadership engagement, and enhance overall organizational effectiveness. 

The ideal candidate will maintain a professional presence while representing TAD and supporting internal and external stakeholders. By leveraging a strong understanding of the division's mission, priorities, and processes, the Executive Administrator will coordinate executive activities, streamline administrative workflows, and contribute to mission success. 

• Manage and maintain the Director's and Deputy Directors' complex calendars, schedules, and travel arrangements 
• Prioritize, deconflict, and adjust meetings, events, and engagements to support evolving mission requirements 
• Coordinate all travel through the Defense Travel System (DTS), including flight, lodging, rental car, and itinerary management 
• Prepare and submit travel authorizations, vouchers, and supporting documentation in accordance with government travel regulations 
• Schedule and coordinate meetings, conferences, video teleconferences (VTCs), and leadership engagements 
• Prepare meeting materials, read-ahead packages, participant biographies, agendas, and other executive briefing products 
• Track, monitor, and follow up on taskings, action items, and correspondence from Headquarters, senior leadership, and external organizations 
• Draft, edit, and manage executive correspondence, reports, and responses to requests for information 
• Record meeting minutes, maintain action-item trackers, and ensure timely completion of assigned tasks 
• Perform records management activities and maintain accurate, compliant organizational documentation 
• Organize, maintain, and manage electronic records and large volumes of data across shared drives and enterprise systems 
• Receive and escort visitors in accordance with security and facility access procedures 
• Provide general office management support, including supply management, mail distribution, courier coordination, and document control 
• Support security-related administrative processes, including visit requests, clearance verification, facility access coordination, and secure information transfers 
• Serve as a professional liaison between leadership, staff, stakeholders, and external organizations

• Active Top Secret/SCI (TS/SCI) clearance with the ability and willingness to undergo a polygraph if required 
• Willingness to support occasional travel as required 
• 5+ years of executive administrative support experience, preferably within a DoD, Intelligence Community, or other classified environment 
• Demonstrated experience supporting senior executives, military leaders, or government officials 
• Experience using the Defense Travel System (DTS) and managing government travel requirements 
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint 
• Experience managing executive calendars, task tracking systems, records management, and office administration processes 

• 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

Must be a U.S. Citizen. 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 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 up to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. We deliver professional services 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.