Senior Administrative Support III

Veteran Firm Seeking a Senior Administrative Support III - Onsite Assignment in Washington, D.C.

My name is Stephen Hrutka. I lead a Veteran-owned consulting firm in Washington, DC, focused on strategic sourcing, supply chain management, and IT Staffing.

One of our newest clients is looking to fill a Portfolio Manager role in Washington, DC.

The ideal candidate is a Washington, DC Resident with 7 years of demonstrable experience supporting DoD Senior Management, including managing executive calendars, answering phones, and preparing briefings.

If you’re interested, I'll gladly provide more details about the role and further discuss your qualifications.

Thanks,

Stephen M Hrutka

Principal Consultant

Executive

Summary:

HRUCKUS is seeking an experienced Senior Administrative Support III professional to provide expert‑level administrative services at the Pentagon in Washington, D.C. This role will support senior executives and their directorates in a fast‑paced and highly sensitive environment, ensuring efficient day‑to‑day operations while upholding the highest standards of confidentiality and professionalism. The ideal candidate will have extensive experience supporting DoD senior management and a deep understanding of defense protocols, including travel management, technical writing, and security procedures.

• Serve as the primary administrative point of contact for multiple senior executives and their directorates.
• Maintain and manage daily calendars, ensuring all operations are timely and professional.
• Arrange and coordinate meetings, conferences, and video‑teleconferencing, including taking minutes and maintaining attendee contact rosters.
• Oversee and provide support for correspondence actions, including formal letters, memoranda, reports, and briefing materials.
• Conduct technical writing, editing, proofreading, and documentation reviews to ensure DoD formatting and error‑free submissions.
• Track Directorate expenses to ensure timely action completion.
• Maintain and update key informational binders related to staff priorities and quarterly requirements.
• Represent the Director at meetings, disseminating and tracking tasks, and updating leadership with the latest DDI(CL&S) guidance and requirements.
• Act as the administrative interface for the DDI(CL&S) staff, assigning tasks to the appropriate divisions.
• Manage and oversee travel arrangements, including itinerary planning, reservations, passport/visa management, and preparing travel vouchers.
• Provide administrative support within a Sensitive Compartmented Information Facility (SCIF), maintaining security protocols for classified information.
• Offer advisory services regarding military and civilian human capital management, including awards, evaluations, and Joint Duty Assignments.
• Assist with onboarding new personnel, ensuring security protocols and staff training.
• Support budget and contract document preparation as needed.
• Provide security management support for sensitive activities, including SCI, SAP, and ACCM documentation.

• Active Top‑Secret clearance with SCI.
• High school diploma and a minimum of seven (7) years of demonstrated DoD administrative experience.
• Minimum of five (5) years supporting DoD Senior Management, including managing executive calendars, answering phones, and preparing briefings.
• Minimum of five (5) years of experience managing multiple administrative programs and evaluating project objectives.
• At least five (5) years of experience drafting and editing correspondence, briefing slides, and memorandums.
• Experience as an action officer for at least five (5) years, with expertise in tracking expenses, staffing packages, and coordinating actions with internal and external customers.
• Minimum of four (5) years supporting senior executive travel, including foreign travel.
• Demonstrated ability to write and edit complex information clearly and concisely.
• Proficient in administrative support for sensitive activities, including SAP and ACCM.
• Expert proficiency with Microsoft Office Suite (Excel, Access, Outlook, PowerPoint, Word).