Job Description

Executive Administrator III

Galapagos Federal Systems LLC is seeking a highly capable and proactive professional to serve as an Executive Administrator III. This role offers the opportunity to support senior leadership within a fast-paced, mission-driven environment alongside a talented and collaborative team. The Executive Administrator III will provide direct support to the DAF Director's Actions Group, ensuring seamless executive operations. Responsibilities include managing office operations, coordinating high-level documentation and correspondence, facilitating communication across stakeholders, supporting administrative project execution, and ensuring effective coordination of staff activities and administrative actions.

Key Responsibilities:

• Manage classified and unclassified calendars, executive correspondence, and travel arrangements in support of senior leadership
• Prepare, track, route, and maintain action items, read-ahead packages, briefing materials, and other executive-level documentation
• Maintain document control, records management, and administrative filing systems in compliance with DoD and organizational standards
• Coordinate meeting logistics, conference room scheduling, visitor access requests (VARs), and facility-related administrative support
• Serve as a primary point of contact for administrative inquiries, internal staff coordination, and leadership support requirements
• Assist with task management, suspense tracking, and follow-up actions to ensure timely completion of leadership priorities
• Support day-to-day front office operations and provide responsive administrative support in a fast-paced, high-visibility environment

Requirements Skills and Experience:

• Active TS/SCI clearance required
• 5+ years administrative support experience in a DoD or federal government environment
• Proficiency with MS Office Suite, classified networks (SIPR/JWICS), and electronic filing systems
• Experience with DoD travel systems (DTS), visitor processing, and security badging procedures
• Strong organizational, written, and verbal communication skills with the ability to manage multiple priorities effectively
• Demonstrated ability to handle sensitive information with discretion and maintain a high level of professionalism

Preferred:

• Prior experience supporting AFSPC, Space Force, or DAF staff organizations
• Familiarity with special access program (SAP) administrative procedures
• Experience supporting SES or General Officer front offices

Education and Certifications:

• Bachelor's degree in business administration is preferred
• Experience in lieu of degree will be accepted

Benefits:

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Paid Parental Leave
• Tuition reimbursement
• Paid federal holidays

Security Clearance: Must be a U.S. Citizen. A high-level Department of Defense active security clearance is/may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements: Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner, and that may include lifting up to thirty pounds, as necessary.

Company Summary: Headquartered in Hawaii, Galapagos Federal Systems LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. We deliver professional services in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services. Leveraging over 30 years of providing IT services to the federal & commercial market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions.

Company Employment Statement: Galapagos Federal Systems LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Galapagos Federal Systems LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

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