Executive Assistant

We are seeking an Executive Assistant to join the team in Huntsville, Alabama.

Position Overview

Join a mission-focused program supporting critical Department of Defense (DoD) activities by leveraging your exceptional organizational and administrative skills as an Executive Assistant. In this role, you will provide essential support to the Program Manager (PM), Deputy Program Manager (DPM), senior technical leads, and the MTSI PM, ensuring seamless execution of administrative and programmatic tasks. This position requires extensive knowledge of tools and systems such as the Defense Travel System (DTS), Microsoft Outlook, TEAMS, PowerPoint, Excel, Word, and SharePoint. The role is 100% on-site in government spaces to provide dedicated and responsive support for the team.

Key Responsibilities:

Administrative Support:

• Perform high-level administrative duties to support the PM, DPM, senior technical leads, and MTSI PM, ensuring scheduling, task management, and communication flow are effectively handled.
• Serve as the primary point of contact for correspondence, ensuring all documents and emails are accurately managed and processed.
• Develop, proofread, and edit program materials, including reports, presentations, and other documentation, while ensuring compliance with formatting and style guidelines.

Travel and Scheduling Coordination:

• Utilize the Defense Travel System (DTS) to facilitate travel arrangements, expense reporting, and travel-related support for team members.
• Manage and coordinate calendars, meetings, and appointments using Microsoft Outlook and TEAMS to prioritize time and reduce scheduling conflicts.

Collaboration and Communication:

• Interface with internal and external stakeholders to facilitate information sharing and ensure seamless collaboration.
• Maintain and manage program documents and deliverables using SharePoint to ensure easy retrieval and version control.
• Act as a liaison between leadership and other departments to provide accurate and timely updates on administrative actions.

Data Management and Reporting:

• Leverage Microsoft Excel to create, track, and manage data sets, including budget reporting, schedules, and program tracking.
• Develop polished and professional presentations using Microsoft PowerPoint to support briefings and program updates.

Additional Support:

• Provide administrative support to the MTSI PM on tasks such as program status reporting, document coordination, and other operational responsibilities as needed.
• Ensure compliance with DoD standards and internal organizational protocols in all program administrative functions.

Required Qualifications:

Technical Expertise:

• Extensive experience with the Defense Travel System, including travel booking and expense reporting.
• Proficiency with Microsoft Outlook, TEAMS, PowerPoint, Excel, Word, and SharePoint, with the ability to use these tools for communication, documentation, and task management.

Education and Experience:

• Highschool Diploma
• 10+ years of experience in an administrative support role, preferably within a defense or government program environment.

Skills and Competencies:

• Exceptional attention to detail, organizational skills, and the ability to manage multiple tasks with tight deadlines.
• Strong verbal and written communication skills for internal and external interactions.
• Ability to work effectively in a team environment and adapt to dynamic priorities.

Security Clearance:

Active Secret Clearance with TS/SCI eligibility is required.

Work Environment:

• This position is 100% on-site in government spaces and requires daily interaction with leadership and team members to achieve mission objectives.

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