Executive Assistant L3

Colorado Springs, CO, United States

Job Title: Executive Assistant L3 -4595

Job Location: Colorado Springs, Colorado, 80919

Job Salary: $100,000 - $120,000

Job Summary

Galapagos Federal Systems LLC is looking for an enthusiastic, well-qualified individual to fill the level three Executive Assistant (EA) position and to join our team of qualified, diverse individuals.

In this role, the EA will play a critical role in ensuring the smooth and efficient operation of our organization by providing high-level administrative assistance in support of all operations within the program office. The ideal candidate will have a proven track record of success as an executive assistant under and in accordance with (IAW) and the Performance Work Statement (PWS), with strong administrative skills, attention to detail, and the ability to thrive in a dynamic and demanding environment.

Skills / Experience Required

Demonstrated 10+ years of hands-on experience in relevant roles within the Department of Defense, showcasing a proven track record of excellence and expertise

Managing complex calendars, including scheduling meetings, appointments, and travel arrangements for executives

Plan and coordinate meetings and gatherings, ensuring smooth logistics and facilitating effective communication among participants

Understand executives' unique needs and preferences, striving to anticipate and fulfill them proactively

Acting as a liaison between executives and internal/external stakeholders, handling correspondence, phone calls, and emails with professionalism and discretion

Organizing and coordinating meetings, conferences, and events, including logistics, agendas, and materials preparation

Conducting research, compiling data, and preparing briefs or summaries to assist executives in decision-making processes.

Handling confidential and sensitive information with the utmost discretion and maintaining strict confidentiality at all times

Managing special projects and initiatives as assigned by executives, ensuring timely completion and high-quality results

Demonstrating exceptional organizational skills, attention to detail, and the ability to prioritize and multitask in a fast-paced environment

Serving as a trusted and reliable resource for executives, anticipating their needs and proactively addressing any issues or challenges that may arise

Skillfully coordinate all facets of executives' schedules, including intricate domestic and international travel arrangements, with proficiency in Defense Travel System operations

Produce dynamic and professional PowerPoint presentations, Word documents, and Excel spreadsheets, ensuring accuracy and precision in all deliverables

Proactively anticipate and resolve potential schedule conflicts before they escalate, demonstrating exceptional foresight and problem-solving skills

Maintain and manage key databases, ensuring accurate and timely data entry, preparation of reports, and coordination with vendors as needed

Provide comprehensive project management assistance, including maintaining action plans, timelines, and scheduling meetings, contributing to the seamless execution of projects

Support the setup, execution, and cleanup of electronic and face-to-face meetings, leveraging strong organizational and technical skills

Use various computer applications, including web browsers like Microsoft Internet Explorer, Mozilla Firefox, and Google Chrome, to send and receive program data and information via secure networks

Communicate complex information in a clear and concise manner, fostering understanding and alignment among team members and stakeholders

Exhibit strong critical thinking and problem-solving skills, proactively addressing challenges and driving innovative solutions

Work autonomously with minimal supervision, while seamlessly interfacing with team members and senior leadership, fostering a collaborative and supportive work environment

Take proactive measures to prevent problems, leveraging a solutions-oriented approach to optimize outcomes

Display exceptional written and oral communication skills, alongside demonstrated leadership capabilities, fostering team collaboration and achieving shared goals

Education / Certifications

Bachelor's degree is preferred, although relevant work experience or training may be considered as a substitute, in accordance with the Office of Personnel Management's (OPM) Crediting Combinations of Education and Experience standard

Benefits

Medical, dental, vision, disability, and life insurance

Flexible Spending Accounts

401(k)

PTO

Tuition reimbursement

Paid federal holidays

Security Clearance

Must be a U.S. Citizen. A high-level Department of Defense active security clearance 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 to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC is an SBA Certified Native Hawaiian Organization 8(a) Small Business specializing in global information technology and offering professional solutions 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.