Senior Executive Assistant

Tecolote Research, Inc. is seeking a talented, self-driven individual for the position of Senior Executive Administrative Assistant supporting the Program Acquisition Executive (PAE) and the SBST customer. The successful candidate will provide direct executive administrative and front-office support to the PAE and associated senior leadership. This individual will be highly organized, proactive, and capable of operating independently in a dynamic, high-visibility executive environment.

• Provide direct executive administrative support to the PAE, including preparing, editing, and formatting reports, papers, correspondence, briefings, read-ahead materials, and other products for executive review and distribution.
• Manage the PAE’s calendar, appointment schedules, meeting requirements, conference room coordination, and executive engagements with a high degree of accuracy, discretion, and responsiveness.
• Exercise sound judgment in establishing and adjusting priorities based on PAE guidance, leadership intent, mission requirements, and evolving deadlines. Maintain awareness of key deliverables, interdependencies, and timeline impacts to ensure actions are properly sequenced, coordinated, and tracked through completion.
• Anticipate the PAE’s administrative and operational needs by organizing complex information, schedules, taskings, and actions in a manner that reduces administrative and logistical burdens on the PAE and senior leadership.
• Identify individuals and organizations that need to be informed, consulted, or engaged on time-sensitive or high-visibility matters, and coordinate the flow of information accordingly.
• Respond to routine and non-routine administrative inquiries, resolve issues within established authorities, and elevate matters to the PAE or appropriate leadership when necessary.
• Serve as Travel Clerk and perform Defense Travel System (DTS) functions, including travel planning, authorization and voucher processing, and coordination of travel-related requirements.
• Coordinate, consolidate, distribute, and monitor suspense items to ensure the PAE and leadership remain informed of approaching deadlines, action owners, dependencies, and status updates.
• Provide recommendations to the PAE regarding administrative, front-office, and office-management processes and procedures that improve organizational efficiency and effectiveness.
• Ensure materials provided to the PAE are complete, accurate, properly prioritized, and aligned with decision-making requirements.
• In support of division-level operations and the PAE’s responsibilities, assess, integrate, track, and coordinate information received from external organizations and internal stakeholders.
• Implement and maintain Division-approved processes for receiving, disseminating, coordinating, tracking, and responding to external taskings and requests for information.
• Monitor taskings and suspense items for completeness, timeliness, quality, and alignment with PAE and Division leadership guidance.
• Integrate response materials and evaluate packages for accuracy, completeness, consistency, and compliance with established requirements before submitting them for leadership review.
• Coordinate final response packages with Division leadership and the PAE, ensuring senior leaders are fully informed of the purpose, issues addressed, recommended responses, and associated risks.
• Identify potential risks to deadlines, deliverables, or response quality and elevate concerns early to support timely resolution.
• Serve as a central coordination point for complex administrative actions involving multiple contributors, offices, and external organizations.
• Provide meeting, front-office, and executive engagement support for the PAE, including assisting with…