Executive Administrator SSDP​/SWAC Security Clearance

Position: Executive Administrator SSDP/SWAC with Security Clearance
Overview

Job Summary Galapagos Federal Systems LLC is seeking a highly motivated Executive Administrator to support the Space Security and Defense Program (SSDP) and Space Warfighting Analysis Center (SWAC) Threat Assessment Division (TAD). This position provides direct, on-site support to the Director of Threat and Policy Assessment and division leadership. As a key member of the executive support team, the Executive Administrator will help ensure efficient daily operations, facilitate leadership engagement, and enhance overall organizational effectiveness.

The ideal candidate will maintain a professional presence while representing TAD and supporting internal and external stakeholders. By leveraging a strong understanding of the division's mission, priorities, and processes, the Executive Administrator will coordinate executive activities, streamline administrative workflows, and contribute to mission success.

Key Responsibilities The Executive Administrator will:
* Manage and maintain the Director's and Deputy Directors' complex calendars, schedules, and travel arrangements
* Prioritize, deconflict, and adjust meetings, events, and engagements to support evolving mission requirements
* Coordinate all travel through the Defense Travel System (DTS), including flight, lodging, rental car, and itinerary management
* Prepare and submit travel authorizations, vouchers, and supporting documentation in accordance with government travel regulations
* Schedule and coordinate meetings, conferences, video teleconferences (VTCs), and leadership engagements
* Prepare meeting materials, read-ahead packages, participant biographies, agendas, and other executive briefing products
* Track, monitor, and follow up on taskings, action items, and correspondence from Headquarters, senior leadership, and external organizations
* Draft, edit, and manage executive correspondence, reports, and responses to requests for information
* Record meeting minutes, maintain action-item trackers, and ensure timely completion of assigned tasks
* Perform records management activities and maintain accurate, compliant organizational documentation
* Organize, maintain, and manage electronic records and large volumes of data across shared drives and enterprise systems
* Receive and escort visitors in accordance with security and facility access procedures
* Provide general office management support, including supply management, mail distribution, courier coordination, and document control
* Support security-related administrative processes, including visit requests, clearance verification, facility access coordination, and secure information transfers
* Serve as a professional liaison between leadership, staff, stakeholders, and external organizations Requirements Skills and Experience The Executive Administrator must have:
* Active Top Secret/SCI (TS/SCI) clearance with the ability and willingness to undergo a polygraph if required
* Willingness to support occasional travel as required
* 5+ years of executive administrative support experience, preferably within a DoD, Intelligence Community, or other classified environment
* Demonstrated experience supporting senior executives, military leaders, or government officials
* Experience using the Defense Travel System (DTS) and managing government travel requirements
* Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Power Point  
* Experience managing executive calendars, task tracking systems, records management, and office administration processes Education and Certifications The Executive Administrator must have the following:
Required
* Bachelor's degree in related field Benefits
* Medical, dental, vision, disability, and life insurance
* Flexible Spending Accounts
* 401(k)
* PTO
* Paid Parental Leave
* Tuition reimbursement
* Paid federal holidays Security Clearance Must be a U.S. Citizen. A high-level Department of Defense active security clearance is/may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner, and that may include lifting up to thirty pounds, as necessary. Company Summary Headquartered in Hawaii, Galapagos Federal Systems LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions.

We deliver professional services in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services. Leveraging over 30 years of providing IT services to the federal & commercial…