Executive Assistant

USFS is an ISO 9001 management consulting firm with headquarters in the National Capital Region and offices and staff in 12 US states. USFS staff average 10+ years of professional experience, over 80 percent of our staff have bachelor’s degrees, and over half have advanced degrees in business and technology. USFS was founded in 2010 and provides financial management, acquisition management, program management, and data analytic support services to federal and state governments.

US Federal Solutions is seeking an experienced Senior Executive Assistant to provide high-level administrative and operational support to the Navy’s Strategic Systems Programs Headquarters.

This position will support senior executive leadership in a fast-paced, mission-focused environment requiring exceptional judgment, discretion, organization, and attention to detail. The Senior Executive Assistant will independently manage executive calendars, travel, correspondence, records, task tracking, meetings, workflow coordination, and other administrative activities critical to the daily operation of the organization.

The ideal candidate will have experience supporting Senior Executive Service-level, flag officer, senior military, or comparable federal leadership and will be comfortable managing multiple high-priority requirements with minimal supervision.

• Provide direct, full-time executive and administrative support to senior Navy leadership at Strategic Systems Programs Headquarters.
• Manage complex executive calendars, establish appointment priorities, coordinate meetings, resolve scheduling conflicts, and reschedule or decline appointments as necessary.
• Coordinate domestic and official travel through the Defense Travel System (DTS) in accordance with applicable Navy and organizational travel policies and procedures.
• Prepare professional correspondence, memoranda, form letters, reports, and other business documents in accordance with the Navy Correspondence Manual.
• Compose and edit complex technical and executive correspondence for senior leadership review and signature.
• Maintain paper and electronic office files in accordance with Navy directives, records management requirements, and organizational procedures.
• Maintain branch records and ensure documents are appropriately filed, retained, archived, and accessible in accordance with records management protocols.
• Process and track incoming and outgoing correspondence, mail, records, and other official documentation.
• Use organizational records and tracking systems, including SMARTS and SEAS, to support document control, records management, and workflow requirements.
• Develop and maintain tracking mechanisms for high-priority tasks, projects, suspense items, action items, and leadership deliverables.
• Monitor deadlines and follow up with responsible personnel to ensure actions and deliverables are completed accurately and on time.
• Prepare reports and evaluative materials that provide leadership with the information necessary to support decisions and program oversight.
• Collect, organize, and analyze information related to external inquiries and assist with preparing timely and accurate responses.
• Locate, assemble, and prepare briefing materials, presentations, talking points, reports, and other executive-level products using multiple information sources.
• Coordinate meetings and events, prepare agendas and supporting materials, capture detailed notes, develop meeting minutes, and track resulting action items through completion.
• Route meeting minutes and other documentation for review and approval and disseminate approved information to appropriate stakeholders.
• Assist with coordination and information sharing across organizational branches to promote alignment, consistency, and effective execution of programs and projects.
• Provide recommendations to leadership regarding administrative processes, project coordination, workflow improvements, and achievement of program objectives.
• Support branch-specific technical and administrative tasks necessary to maintain continuous and efficient business operations.
• Prepare technical documentation related to branch-specific systems, software, processes, or administrative procedures.
• Ensure assigned activities are performed in accordance with applicable cybersecurity and information assurance requirements.
• Perform routine operational support functions, including supply coordination,…