Executive Assistant

Job Summary

Galapagos Federal Systems LLC is seeking a highly organized and experienced Executive Assistant / Program Support Administrator (PSA) to provide executive-level administrative and program support to senior Government leaders within Space Systems Command (SSC), System Delta 81 (SYD 81), and the Portfolio Acquisition Executive – Infrastructure (PAE-I) Program Office.

In this role, the Executive Assistant will support senior leadership and Government acquisition activities by coordinating administrative functions, managing priorities, facilitating communication, and ensuring the efficient execution of day-to-day program operations.

The ideal candidate will be a proactive and detail-oriented professional with strong organizational, communication, and time-management skills who can effectively support senior leaders in a fast-paced, mission-focused environment.

Key Responsibilities

The Executive Assistant will:

• Coordinate daily Senior Leader activities with SYD 81, PAE-Infrastructure leadership, staff coordinators, DPAE, and Program Support Administrators (PSAs)
• Manage Senior Materiel Leader (SML) and Materiel Leader (ML) calendars, correspondence, meeting schedules, and associated logistics
• Coordinate SYD-level meetings, including Microsoft Teams support, meeting preparation, scheduling, and visitor access requirements
• Collect, consolidate, and track readiness information, RSVPs, and Visit Access Requests (VARs) from SYD staff
• Support facilities coordination, office supplies, records management, and administrative documentation for senior leadership
• Manage and track actions within the Enterprise Task Management Software Solution (ETMS2), including assigning and sub-assigning tasks and maintaining accurate status information
• Monitor task progress and suspense dates and provide notifications and follow-up to ensure timely completion of assigned actions
• Prepare, consolidate, and distribute Weekly Activity Reports, executive correspondence, briefings, and other program documentation for Government leadership
• Coordinate with cross-functional teams, program leadership, and senior Government stakeholders to support program priorities and mission objectives

Skills and Experience

The Executive Assistant must have:

• Active Top Secret/Sensitive Compartmented Information (TS/SCI) security clearance or ability to obtain one
• 10+ years of relevant Department of Defense (DoD) experience providing executive, administrative, program, or mission support
• Demonstrated experience supporting senior Government, military, or executive-level leadership
• Experience managing executive calendars, correspondence, meetings, taskers, suspense dates, and administrative requirements
• Experience using Enterprise Task Management Software Solution (ETMS2) or similar task and workflow management systems
• Working knowledge of program management concepts, processes, and best practices
• Proficiency with Microsoft Office applications and Microsoft Teams
• Experience supporting a Space Program Office, Major Command (MAJCOM), Field Command (FLDCOM), or similar DoD organizations are highly desired

Education and Certifications

The Executive Assistant must meet the following:

Required

• Bachelor’s degree and/or relevant work experience

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Paid Parental Leave
• Military Differential
• 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 market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions. Galapagos Federal Systems, LLC is an equal opportunity employer.

Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

The final salary offered within the posted range will be based on the candidate’s qualifications, experience, skills, education, and other job-related factors.