Mid-Level Executive Assistant chez US Federal Solutions

Description

USFS is an ISO 9001 management consulting firm with headquarters in the National Capital Region and offices and staff in 12 US states.  USFS staff average 10+ years of professional experience, over 80 percent of our staff have bachelor’s degrees, and over half have advanced degrees in business and technology. USFS was founded in 2010 and provides financial management, acquisition management, program management, and data analytic support services to federal and state governments.

Secretariat Support Specialist (TS/SCI Required)
US Federal Solutions supporting the U.S. Space Force

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

Key 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

Why Join US Federal Solutions

At US Federal Solutions, you will play a direct role in supporting the U.S. Space Force mission by helping leadership stay organized, informed, and responsive. This is an opportunity to contribute meaningful support in a secure, mission-focused environment where precision, responsiveness, and professionalism matter every day.

Office Hours:

• 0800 to 1700 Monday through Friday
• Onsite at the Pentagon

Required Qualifications

• 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

Preferred Qualifications

• 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

What You’ll Bring

• Exceptional attention to detail and follow-through
• The ability to balance multiple priorities and meet strict deadlines
• Sound judgment in handling sensitive information and high-visibility taskings
• A customer-service mindset and the professionalism needed to support senior leadership and cross-functional teams

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.