Executive Assistant

Senior Secretariat Support Specialist

Supporting the Office of the Secretary of the Air Force (SAF)

Employer: US Federal Solutions

US Federal Solutions is seeking a highly experienced Senior Secretariat Support Specialist to provide executive-level administrative and secretariat support to senior leadership within the Office of the Secretary of the Air Force. This role is ideal for a polished professional who understands Air Force culture, operates confidently in a fast-paced senior leadership environment, and takes pride in precision, discretion, and follow-through.

You will work closely with senior civilians, general officers, and external stakeholders, serving as a trusted partner in managing executive workflow, correspondence, tasking, and coordination across the organization.

Executive & Secretariat Support

• Manage and maintain accurate, up-to-date calendars for senior leadership, including Deputies and Assistant Deputies.
• Serve as the front line for phone calls and visitors, routing inquiries appropriately and coordinating visits with distinguished guests.
• Maintain daily schedules and ensure leadership priorities are executed smoothly.

Correspondence & Document Management

• Draft, edit, and prepare high-quality correspondence including memorandums, reports, presentations, RTS emails, and briefings.
• Review correspondence requiring senior leader signatures to ensure accuracy, compliance with regulations, proper formatting, and complete attachments.
• Track and manage suspenses to ensure deadlines are met and leadership is kept informed.
• Maintain official files and records in accordance with Air Force and organizational guidelines.

Task Management & Workflow Coordination

• Manage the Task Management Tool (TMT) and related workflow mailboxes, assigning tasks within required timelines and tracking them from receipt through closure.
• Monitor FM and 2-letter tasking, distribute tasks to appropriate directorates, and ensure proper coordination.
• Prepare weekly status reports, suspense updates, and briefing slides for staff meetings.
• Check for new tasking daily and ensure timely assignment within 24 hours.

Meetings, Events & Travel

• Plan, coordinate, and organize on-site and off-site meetings and events, including securing facilities and coordinating materials.
• Distribute meeting documents, capture and post meeting minutes as required.
• Assist with Defense Travel System (DTS) actions, including travel authorizations and vouchers, in coordination with government approval authorities.

Personnel & Program Support

• Assist with tracking and staffing Officer and Enlisted evaluations (OPRs/EPRs) and Promotion Recommendation Forms (PRFs).
• Support preparation of military and civilian awards and decorations requiring senior leader signatures.
• Assist with Commanders and By-Law programs, preparing status slides for weekly or bi-weekly meetings.

Collaboration & Technology

• Support Video Teleconferences (VTCs).
• Maintain and update SharePoint and Air Force Portal pages, conducting quarterly reviews to ensure content remains current and accurate.
• Retrieve documents, conduct limited research, and support staff as needed.

Office

Hours:

• 0800 to 1700 Monday through Friday
• Onsite at the Pentagon

• Must have a minimum of 4 years applicable experience supporting federal leaders.
• Active and adjudicated Secret Clearance.
• Bachelor's degree preferred.
• Extensive experience providing executive or secretariat support to senior government or military leadership.
• Familiarity with Air Force customs, courtesies, and senior leader protocols.
• Strong written and verbal communication skills with a high standard for quality and professionalism.
• Experience managing tasking systems, suspenses, and executive correspondence.
• Comfort interacting with general officers, senior civilians, and industry executives.
• Exceptional attention to detail, discretion, and organizational skills.
• Ability to manage competing priorities in a deadline-driven environment.

• Employer-provided paid Medical / Dental / Vision insurance.
• Employer matching 401K plan.
• PTO.
• 11 Federal Holidays.
• Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance.