Senior Executive Assistant

MDW Associates

is seeking a

Senior Executive Assistantto support the Office of the Secretary of Defense.

The candidate will directly support high-ranking Federal Government Senior Executives and interact with DoD Flag / General Officers and their support staff. This position will routinely exercise independent judgement and discretion to include being empowered to commit the principal's time based on interpreting general guidelines and established rules of protocol.

The

Senior Executive Assistantmay perform a combination of some or all of the following duties:

• Scheduling Support -

Serve as the primary or backup Executive Assistant with expert scheduling experience; Arrange meetings for Principal Directors and above (or equivalent); Manage and deconflict calendars to ensure optimal time management; Collect, prepare, and assemble daybooks for meetings and briefings; Act as the central point of contact for all scheduling-related questions and requests; Coordinate visitor logistics, including Pentagon access, parking arrangements, and escorting visitors Travel Coordination - Coordinate transportation for meetings within the National Capital Region (NCR); Prepare travel authorizations and vouchers using the Defense Travel System (DTS); Assist in obtaining passports and visas for official travel; Ensure compliance with the Foreign Clearance Guide; Submit Aircraft and Personnel Automated Clearance System (APACS) requests; Prepare and process visit requests for official engagements

• Human Resources Support/ Security Coordination -

Facilitate in- and out-processing of personnel, including updates to the Policy kiosk; Upload required documents (e.g., DD 2875) and complete pre-arrival in-processing checklists; Assist with time and attendance processing for government personnel; Facilitate building and information system access requests; Process Common Access Card (CAC) requests for personnel

• Resource and Office Management -

Request and track telecommunication services for the office; Manage and track accountable furniture inventory; Process parking passes for principals and visiting guests; Coordinate facility-related service requests; Ensure office compliance with information technology initiatives; Maintain inventory and procurement of office supplies; Submit and coordinate the processing of Foreign Gifts through the Policy Facilities Team

• Correspondence and Records Management -

Log, review, distribute, and monitor official correspondence (via CATMS) and FOIA requests from OSDP ExecSec; Perform records management duties, including organizing and maintaining office files; Coordinate with OUSDP ExecSec on records schedules and dispositions; Manage all incoming and outgoing mail for the DASDship office

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• Office Coverage and Cross-Training -

Operate in a structured support environment where multiple EAs are designated as primary or backup; Engage in cross-training to ensure seamless continuity of operations and maximum office coverage

Required Experience/Skills:

A minimum of ten (10) years of demonstrated experience and skills in providing Executive Level Administrative Assistant support to Senior Executives in the Federal Government, Military (DoD Flag / General Officers), or Private Sector, to include but not limited to scheduling and travel

Demonstrated experience providing timely and high-quality support to Executive-level Principals in a complex and fast-paced environment requiring a high-degree of critical thinking, initiative, problem solving, and professional judgment across an organizational setting (i.e., not siloed to one or two specific tasks)

Highly proficient with DTS and CATMS

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