Responsibilities

• Organize and coordinate meetings, appointments, and travel arrangements, ensuring clear communication with internal and external stakeholders.
• Manage complex calendars, proactively resolving scheduling conflicts, and maintaining a forward-looking strategic trip calendar (2–3 months).
• Develop and execute detailed travel itineraries, including flights, lodging, ground transportation, and compliance with relevant policies (OSD policies and Joint Travel Regulations).
• Utilize the Defense Travel System (DTS) to create authorizations, vouchers, and plan mission logistics.
• Serve as the primary Point of Contact (POC) for external stakeholders regarding trip planning communications and logistics.
• Collaborate with external site contacts to organize trip agendas, logistics, and produce executive-level trip books.
• Coordinate engagement reviews with Legal and Public Affairs teams as necessary.
• Facilitate visitor access reports for security purposes during site visits.
• Brief program staff on travel details and leverage past travel insights to optimize future planning.
• Draft, edit, and distribute official correspondence adhering to Air Force style guides and regulations.
• Prepare meeting agendas, record minutes, manage distribution lists, and oversee logistical arrangements, including conference rooms and audiovisual setup.
• Maintain organized records (electronic and physical) in compliance with governing policies.
• Provide professionalism and discretion when screening phone calls and managing inquiries, ensuring smooth communication across all levels of the organization and external contacts.
• Track and prioritize assignments and deadlines using productivity tools, delivering regular updates to leadership.
• Support personnel onboarding/offboarding processes, administrative documentation management, and compliance activities.
• Generate reports, conduct data analysis, and maintain database entries.
• Coordinate official events, ceremonies, and conferences as directed by leadership.
• Perform additional program support duties as needed to fulfill mission goals.

Qualifications

• 15+ years of professional experience providing executive-level administrative support.
• Proficiency in Microsoft 365 tools such as Word, Excel, Outlook, Teams, and others.
• Proven skills in organizational excellence, teamwork, leadership, and customer service.

• 20+ years of recent experience (within the last 10 years).
• 3+ years of administrative experience in a military setting.
• 3+ years of administrative experience in classified environments requiring Top Secret clearance or higher.

• A Bachelor’s degree is required.

• TS/SCI/SAP clearance required.
• Employment is contingent upon successfully acquiring and retaining necessary security clearances.
• U.S. citizenship is mandatory for this position.

• Minimal travel expected; however, occasional trips may be required based on mission demands.
• Work will primarily be conducted on-site, with some hybrid flexibility depending on program needs.