Defense Executive Assistant

OVERVIEW:

The Defense Executive Assistant plays a critical role in supporting senior leadership and ensuring efficient daily operations within a fast-paced, mission-driven environment. This position provides direct administrative support to the Defense Vice President and Robotics Executive Director while dedicating significant focus (approximately 80%) to supporting the Combat Vehicle Engineering (CVE) team as well as Business Support Operations.

This individual will act as a central coordination point across executive leadership, engineering teams, and external stakeholders, helping to streamline communication, manage priorities, and maintain operational excellence. The ideal candidate is highly organized, proactive, adaptable, and exercises a high level of discretion when handling sensitive information.

ESSENTIAL FUNCTIONS AND SKILLS:

Typical responsibilities include but are not limited to the following:

Executive Support

• Provide direct administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements.
• Prepare, edit, and manage correspondence, reports, presentations, and executive briefings.
• Track priorities, deadlines, and action items, ensuring timely follow-up and execution.
• Serve as a liaison between executives and internal/external stakeholders, managing communication flow effectively.
• Support preparation for high-level meetings, including board reviews and government-related engagements.

Office Management

• Oversee daily office operations to ensure an efficient, organized, and professional work environment.
• Manage office supplies, vendor relationships, and facility-related needs.
• Coordinate onboarding logistics for new employees, including workspace setup, equipment, and access.
• Maintain and improve office policies, procedures, and organizational systems.
• Plan and coordinate internal meetings, events, and team activities.

Technical and Cross-Functional Coordination

• Collaborate with engineering and technical teams to coordinate meetings, design reviews, and deliverables.
• Assist in organizing technical reviews, program updates, and customer briefings.
• Facilitate communication between technical and non-technical stakeholders to ensure alignment.
• Support documentation organization, including version control and structured filing of technical materials.

Operations and Compliance Support

• Assist with administrative HR and finance tasks such as expense reports, invoice tracking, and timesheet coordination.
• Support contract and document management, ensuring proper handling and storage of sensitive materials.
• Maintain organized records in compliance with company policies and regulatory requirements.
• Handle controlled and confidential information with a high level of discretion and professionalism.

ADDITIONAL REQUIREMENTS:

In addition to the responsibilities mentioned above, tasks relating to the following area will be assigned as required.

• Demonstrate strong organizational skills and attention to detail.
• Exhibit excellent written and verbal communication skills.
• Maintain a high level of professionalism, integrity, and reliability.
• Be a proactive and resourceful problem-solver.
• Effectively prioritize and manage multiple responsibilities with minimal supervision.
• Build strong working relationships across technical and non-technical teams.
• US Citizenship is required.
• Ability to obtain and maintain suitability requirements for access to classified information is required.
• Position requires onsite presence.

EDUCATION/CERTIFICATION/YEARS OF EXPERIENCE:

• High school diploma or equivalent required; associate or bachelors degree preferred.
• Minimum of 5 years of experience in an executive assistant, office manager, or similar role.
• Experience supporting senior executives in a fast-paced, dynamic environment required.

DESIRED SPECIALIZED SKILLS AND KNOWLEDGE:

• Experience in defense, aerospace, or government contracting environments.
• Familiarity with compliance frameworks such as ITAR, CMMC, or facility security processes.
• Experience supporting engineering or technical teams.
• Proficiency with Microsoft Office Suite, Google Workspace, and project/task management tools.
• Strong organizational systems and document management practices.

PHYSICAL DEMANDS:

• Primarily sedentary work in an office environment.
• Ability to operate standard office equipment (computer, phone, copier).
• Occasional lifting of office materials (up to 25 lbs).

EXPECTED HOURS OF WORK:

• Standard working hours are typically 8:00 AM 5:00 PM.
• Flexibility may be required to support executive schedules, deadlines, and business needs.
• Occasional additional hours or travel may be necessary in support of key meetings or deliverables.