Senior Executive Assistant

Overview

Tecolote Research, Inc. is seeking a talented, self-driven individual for the position of Senior Executive Administrative Assistant supporting the Program Acquisition Executive (PAE) and the SBST customer. The successful candidate will provide direct executive administrative and front-office support to the PAE and associated senior leadership. This individual will be highly organized, proactive, and capable of operating independently in a dynamic, high-visibility executive environment.

Responsibilities

• Provide direct executive administrative support to the PAE, including preparing, editing, and formatting reports, papers, correspondence, briefings, read-ahead materials, and other products for executive review and distribution.
• Manage the PAE's calendar, appointment schedules, meeting requirements, conference room coordination, and executive engagements with a high degree of accuracy, discretion, and responsiveness.
• Exercise sound judgment in establishing and adjusting priorities based on PAE guidance, leadership intent, mission requirements, and evolving deadlines. Maintain awareness of key deliverables, interdependencies, and timeline impacts to ensure actions are properly sequenced, coordinated, and tracked through completion.
• Anticipate the PAE's administrative and operational needs by organizing complex information, schedules, taskings, and actions in a manner that reduces administrative and logistical burdens on the PAE and senior leadership.
• Identify individuals and organizations that need to be informed, consulted, or engaged on time-sensitive or high-visibility matters, and coordinate the flow of information accordingly.
• Respond to routine and non-routine administrative inquiries, resolve issues within established authorities, and escalate matters to the PAE or appropriate leadership when necessary.
• Serve as Travel Clerk and perform Defense Travel System (DTS) functions, including travel planning, authorization and voucher processing, and coordination of travel-related requirements.
• Coordinate, consolidate, distribute, and monitor suspense items to ensure the PAE and leadership remain informed of approaching deadlines, action owners, dependencies, and status updates.
• Provide recommendations to the PAE regarding administrative, front-office, and office-management processes and procedures that improve organizational efficiency and effectiveness.
• Ensure materials provided to the PAE are complete, accurate, properly prioritized, and aligned with decision-making requirements.
• In support of division-level operations and the PAE's responsibilities, assess, integrate, track, and coordinate information received from external organizations and internal stakeholders.
• Implement and maintain Division-approved processes for receiving, disseminating, coordinating, tracking, and responding to external taskings and requests for information.
• Monitor taskings and suspense items for completeness, timeliness, quality, and alignment with PAE and Division leadership guidance.
• Integrate response materials and evaluate packages for accuracy, completeness, consistency, and compliance with established requirements before submitting them for leadership review.
• Coordinate final response packages with Division leadership and the PAE, ensuring senior leaders are fully informed of the purpose, issues addressed, recommended responses, and associated risks.
• Identify potential risks to deadlines, deliverables, or response quality and elevate concerns early to support timely resolution.
• Serve as a central coordination point for complex administrative actions involving multiple contributors, offices, and external organizations.
• Provide meeting, front-office, and executive engagement support for the PAE, including assisting with the acquisition, processing, consolidation, and management of information across the organization.
• Provide guidance and recommendations to organizational personnel regarding the appropriate methods for obtaining, processing, coordinating, and managing administrative information.
• Collect, consolidate, review, and prepare briefing charts, read-ahead materials, decision documents, and supporting information for Weekly Staff Meetings, PAE engagements, senior-leader meetings, and other executive forums.
• Maintain PAE and front-office action items, internal point papers, briefings, decision packages, and follow-up requirements to support continuity, accountability, and timely execution.
• Coordinate high-visibility meetings and leadership engagements on behalf of the PAE, including agendas, attendance, materials, logistics, notifications, and follow-up actions.
• Track meeting outcomes, decisions, taskings, and follow-on actions, and ensure information is communicated to responsible parties for timely execution.
• Perform other duties as assigned in support of the PAE, SBST customer, and organizational mission.
  
  Skills Required
  
  Successful candidates for this role will:
  • provide direct executive administrative and front-office support to the PAE and associated senior leadership.
  • Demonstrate a work history of being highly organized, proactive, and capable of operating independently in a dynamic, high-visibility executive environment.
  • Demonstrate strong critical-thinking skills, sound judgment, exceptional attention to detail, and the ability to anticipate executive requirements, manage complex administrative actions, and reduce logistical, coordination, and information-management burdens for the PAE and senior leadership.
    
    Qualifications include:
    • Minimum 10 years of relevant DoD administrative experience
    • BS/BA required
    • Active TS security clearance with SCI eligibility required
    • Demonstrated experience providing senior-level executive administrative support within a fast-paced DoD environment
    • Strong proficiency in Microsoft Office Suite
    • Knowledge Tasker Management Tool (TMT) is desired
    • Exceptional verbal and written communication skills
    • Strong organizational skills, sound judgment, and the ability to manage multiple competing priorities with a high degree of accuracy and discretion
      
      Location:
      • All work will be done onsite in a SCIF environment. Remote/Hybrid work is not available.
        
        Salary Range: $90,000-$120,000/Year, DOE
        
        Education
        
        Bachelor's degree required, preferably in math, engineering, business, or the sciences.