Executive Administrator SSDP/SWAC
About The Position
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.
Requirements
- 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
- Must be a U.S. Citizen.
Responsibilities
- 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
Benefits
- Medical, dental, vision, disability, and life insurance
- Flexible Spending Accounts
- 401(k)
- PTO
- Paid Parental Leave
- Tuition reimbursement
- Paid federal holidays
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What This Job Offers
Job Type
Full-time
Career Level
Executive
