Executive Assistant (SME)

Gemini Industries Inc.•Fort Washington, MD

6d•Onsite

About The Position

The Executive Assistant (SME) provides top-tier executive assistance to a 4-Ltr Director of Concepts Development Management in the Secretary of the Air Force – Concepts, Development, and Management Office (SAF/CDM). The role supports the Director’s office and directorate by managing executive-level administration, coordinating meetings and communications, and using digital tools to streamline operations and improve efficiency. The Executive Assistant represents the directorate with outside and functional-area organizations and helps the Director focus on strategic work by managing administrative processes and workflows. The position requires integrating Microsoft and Teams tools and online capabilities into directorate processes, coordinating the Director’s battle rhythm, managing calendars, arranging travel through the Defense Travel System (DTS), and tracking assigned tasks through completion. The Executive Assistant also handles calls, messages, short-fuse ETMS2 taskers, travel itineraries, meeting minutes and action items, correspondence, records, and digital files. The role includes maintaining NIPR, SIPR, and JWICS accounts; providing support with technology and digital tools; handling sensitive information confidentially; and ensuring classified information protection requirements are addressed. The Executive Assistant conducts research, prepares and reviews written materials and briefings, responds to complex administrative inquiries, and recommends or implements improvements to office procedures and processes. The position also supports special projects, uses government-provided generative AI tools for day-to-day work, and may mentor or coach others in digital approaches to executive support. Travel frequency may range from light to moderate depending on the Director’s requirements. The position is full-time and primarily on-site in Fort Washington, Maryland, with periodic telework, and requires TS/SCI clearance.

Requirements

At least 15 years of work-related experience.
At least 10 of the 15 years of experience supporting a Department of War (DoW)-aligned component.
At least 6 years of experience as an executive assistant or in a similar role.
Advanced proficiency with digital tools and software, including Microsoft Office, Google Workspace, project-management tools, and technologies for workflow, calendar, email, and task management.
Experience working with ETMS2 and DTS; personnel without this experience must complete DTS, ETMS2, and Action Officer training within 60 calendar days of starting or at the next available class.
Strong organizational and multitasking skills.
Discretion and the ability to handle sensitive information professionally.
Exceptional written and verbal communication skills and meticulous attention to detail.
Excellent interpersonal and customer-service skills.
Excellent time-management skills and a demonstrated ability to meet deadlines.
Proficiency in coordinating video and audio conference calls and maintaining webpages and databases.
Master the position’s tasks within 60 days and exceed requirements within 90 days.
TS/SCI clearance.
A master’s degree (MA/MS), or a bachelor’s degree (BA/BS) plus an additional four years of work-related experience.

Nice To Haves

Domain knowledge of the Department of War (DoW) and/or CDM.
Experience in Human Resources and/or Public Affairs.
Knowledge of and skill in applying generative AI.

Responsibilities

Manage and organize the 4-Ltr Director’s calendar, schedule appointments and events, and use digital tools to support timely attendance and efficient scheduling.
Coordinate the directorate’s administrative workflow, battle rhythm, and collaboration with other offices and executive assistants.
Track assigned tasks, including who assigned them, suspense dates, status, and comments, through completion; provide briefings on task status when requested.
Manage internal and external communications, calls, messages, email, and short-fuse ETMS2 taskers; serve as a point of contact for administrative communications.
Draft, edit, and proofread reports, emails, letters, memorandums, presentations, correspondence, and other documents.
Attend meetings as requested, record minutes and action items, and prepare draft suspense lists for meeting actions.
Arrange and coordinate virtual, video, audio, and in-person meetings; prepare agendas and distribute materials digitally.
Plan and coordinate executive travel through DTS, including reservations, transportation, protocol or area clearances, itineraries, and travel orders; prepare and reconcile vouchers for accuracy and timely payment.
Maintain digital and physical files, records, databases, continuity folders, procedures, and records in accordance with applicable policies and procedures.
Maintain and use NIPR, SIPR, and JWICS accounts to meet directorate requirements.
Integrate digital tools and platforms into office processes; troubleshoot executive software, hardware, and digital tools and work with IT support as needed.
Research and summarize information relevant to executive needs, and prepare or support briefings and presentations for higher-level management.
Analyze administrative processes and recommend or implement improvements to procedures, records management, correspondence management, and information dissemination.
Maintain confidentiality and help ensure that classified information protection requirements are met.
Use government-provided generative AI tools for tasks such as research, documentation, analysis, planning, reporting, and problem solving; recommend improvements that enhance quality, speed, or efficiency.
Coordinate special projects with the Director or Deputy Director/Chief of Staff, assess operational problems and alternatives, and recommend appropriate actions.
Enter and maintain data in automated federal IT systems and coordinate resolution of complex administrative issues.
Suggest or initiate technology-related training for team members and contribute to mentoring and coaching in digital approaches to executive support.
Perform other duties as assigned.