Executive Assistant, Federal Administrative Support

JOB SOURCE USA INC•Bellevue, NE

1d•Onsite

About The Position

Job Source USA, Inc. is seeking a qualified Executive Assistant to provide professional administrative and clerical support to senior leadership at a secure federal government facility in the Bellevue, Nebraska area. This is a full-time, primarily onsite position requiring excellent organization, discretion, communication skills, and attention to detail. The selected employee will manage executive schedules, coordinate meetings, prepare correspondence and briefing materials, maintain records, track deadlines, and serve as a primary administrative point of contact between senior leadership and internal and external organizations. The position requires prior experience working in a military environment. The successful candidate must understand professional military protocols, protect sensitive information, and communicate effectively with senior leaders, government personnel, and outside organizations. This opportunity is contingent upon contract award, funding, completion of applicable pre-employment requirements, and authorization to begin work at the federal facility.

Requirements

Associate degree in any field from an accredited institution.
At least one year of clerical or data-entry experience in a professional office environment.
At least one year of experience working in a military environment.
Demonstrated ability to provide professional administrative support in a structured organization.
Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to use Microsoft Teams and learn authorized government information systems.
Experience coordinating calendars, appointments, meetings, deadlines, and administrative assignments.
Ability to prepare, edit, proofread, and format professional correspondence and documents.
Ability to maintain accurate records and organize electronic files.
Ability to communicate clearly and professionally by telephone, email, in person, and in writing.
Ability to read, understand, speak, and write English fluently.
Strong attention to detail and the ability to identify missing, inconsistent, or inaccurate information.
Ability to manage multiple assignments while meeting established deadlines.
Ability to work independently while following leadership direction, office procedures, and contractual requirements.
Ability to exercise sound judgment when handling confidential or sensitive information.
United States citizenship.
Ability to work onsite in Bellevue, Nebraska, during the required work schedule.

Nice To Haves

Previous experience supporting senior military, federal, corporate, or executive leadership.
Experience managing executive calendars and coordinating high-level meetings.
Experience preparing leadership correspondence, briefings, reports, and presentations.
Knowledge of military customs, organizational structures, terminology, and administrative protocols.
Experience working with sensitive personnel or leadership information.
Experience tracking suspenses, deliverables, and executive action items.
Strong working knowledge of Microsoft Office and electronic records-management systems.
Prior experience working at a federal installation or in a controlled-access government workplace.

Responsibilities

Provide direct administrative support to senior leadership in a professional federal office environment.
Manage leadership calendars, appointments, meetings, conferences, and scheduling requests.
Review scheduling requests, identify conflicts, coordinate changes, and ensure leadership receives timely notice of upcoming commitments.
Coordinate meetings with internal personnel, external agencies, installation organizations, and community partners.
Prepare meeting materials, agendas, briefing documents, presentations, reports, and supporting information.
Attend meetings and conferences when requested, document action items, and coordinate required follow-up.
Track deadlines, suspense dates, assignments, deliverables, and leadership action items.
Maintain reliable tracking systems to ensure required work is completed accurately and on time.
Draft, edit, format, proofread, and distribute correspondence, memoranda, reports, emails, presentations, spreadsheets, and other official documents.
Review documents for grammar, spelling, formatting, completeness, and consistency before submission.
Use Microsoft Outlook to manage calendars, email communications, meeting invitations, contacts, and task reminders.
Use Microsoft Word to prepare and maintain professional correspondence, reports, memoranda, forms, and administrative documents.
Use Microsoft Excel to enter, organize, track, review, and report administrative information.
Use Microsoft PowerPoint to prepare and update presentations, briefing slides, and leadership materials.
Use Microsoft Teams and other authorized government collaboration systems to communicate, coordinate meetings, and manage information.
Perform data entry and maintain accurate electronic and administrative records.
Scan, upload, file, retrieve, update, and organize documents in authorized electronic recordkeeping systems.
Maintain records in accordance with applicable federal requirements, office procedures, and information-management practices.
Answer and appropriately route telephone calls, emails, correspondence, and in-person inquiries.
Serve as a primary administrative point of contact between senior leadership and internal or external organizations.
Communicate professionally with military personnel, civilian employees, contractors, senior officials, and members of the public.
Receive, review, prioritize, and route administrative requests to the appropriate office or individual.
Handle sensitive personnel, operational, administrative, and leadership information with discretion.
Protect confidential information and prevent unauthorized disclosure of sensitive documents, conversations, schedules, and electronic records.
Apply established military protocols, administrative procedures, office policies, and professional standards.
Maintain effective working relationships with installation organizations, government offices, and community agencies.
Assist with general office administration, document preparation, correspondence control, records maintenance, and other administrative assignments.
Maintain accountability for government-furnished property, equipment, documents, and system access assigned to the position.
Complete required security, information protection, privacy, cybersecurity, records management, and workplace training.
Perform other administrative duties within the scope of the position as assigned.