Mid-Level Executive Assistant

US Federal Solutions • Washington, VA

9d • Onsite

About The Position

US Federal Solutions is seeking a highly organized, detail-driven Secretariat Support Specialist to support the Headquarters U.S. Space Force (HQSF) S3/4/7. This is a high-visibility opportunity supporting a mission critical organization responsible for essential operational and administrative functions that help ensure Space Force mission effectiveness.
In this role, you will provide executive-level secretariat, administrative, records, correspondence, and task management support in a dynamic headquarters environment. The ideal candidate brings strong experience supporting senior leaders, managing action items and taskers, preparing polished communications, and ensuring accurate, timely handling of records, reports, and official correspondence. This position requires the ability to work across multiple stakeholders, maintain strict attention to detail, and operate effectively in a fast-paced, high-security environment.
An active TS/SCI clearance is REQUIRED

Requirements

• Active TS/SCI clearance
• A minimum of 2 years experience providing executive or secretariat-level administrative support in a federal government, Department of Defense, or headquarters environment
• Strong experience drafting, editing, reviewing, and coordinating high-quality official correspondence and reports
• Experience tracking taskers, suspense items, workflow actions, and leadership communications in a fast-paced environment
• Knowledge of records management principles, document control, and administrative processes
• Experience supporting meetings, preparing minutes, and maintaining action item accountability
• Strong proficiency with Microsoft Office Suite, especially Word, PowerPoint, Outlook, and Excel
• Experience using TMT or similar task management/workflow systems
• Excellent written and verbal communication skills
• Strong proofreading, quality control, and organizational skills
• Ability to work collaboratively with multiple stakeholders while maintaining professionalism, discretion, and accuracy

Nice To Haves

• Experience supporting the U.S. Space Force, U.S. Air Force, DoD headquarters, or other senior-level federal organizations
• Familiarity with FOIA processes, records disposition, and information access programs
• Experience with SharePoint, portal content management, and official records systems
• Knowledge of applicable government statutes, policies, regulations, and administrative guidance related to correspondence, records, and governance support

Responsibilities

• Prepare, develop, review, and staff correspondence, memorandums, reports, presentations, ready-to-send emails, and other official communications for distribution across the organization
• Review documents requiring leadership signature for accuracy, completeness, grammar, formatting, procedural compliance, and required attachments
• Monitor, track, and manage correspondence and suspense actions to ensure all deadlines are met
• Support development and maintenance of administrative management tools, templates, governance materials, training resources, and reporting mechanisms
• Prepare agendas, coordinate meetings, record minutes, distribute meeting materials, and track closure of key initiatives and action items
• Manage organizational taskers within TMT or similar task management systems, ensuring new tasks are assigned within required timelines and stakeholders are informed of due dates and status updates
• Maintain 2-Letter workflow mailbox activity and prepare weekly status emails and staff meeting slides for leadership review
• Track and staff officer and enlisted evaluations, promotion recommendation forms, and military and civilian decorations requiring senior leader signature
• Manage commander and by-law program tracking and prepare status updates for recurring staff meetings
• Maintain assigned files and records systems in accordance with approved guidance and records disposition requirements
• Coordinate records searches, disposition requests, lost records reports, and records management activities, including submissions to NARA as needed
• Support Information Access Program inquiries, logging, tracking, and reporting within required timelines
• Provide FOIA support, including reviewing, processing, redacting, tracking, and forwarding routine and significant FOIA requests, complaints, appeals, and related case files
• Assist with FOIA backlog reduction efforts, audit tracking, litigation support documentation, reading room/library records, and annual FOIA log reporting
• Support enterprise services requirements coordination, including documentation associated with planning, submission, and funding processes
• Maintain and update VTC support materials, SharePoint pages, and Air Force Portal pages, including periodic reviews to ensure content remains current
• Review HQSF regulations, instructions, manuals, and pamphlets at least annually and update materials as needed

Benefits

• Employer-provided paid Medical / Dental / Vision insurance.
• Employer matching 401K plan.
• PTO
• 11 Federal Holidays
• Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed