Executive Assistant (Top Secret Clearance)

Latitude is seeking an Executive Assistant for our client located in the Pentagon. This position would require a Top Secret Clearance.

Job Description

We are seeking a highly organized and motivated Executive Assistant with a TS clearance and 5 years of relevant experience to provide high-level administrative support to senior leadership. This role requires exceptional organizational skills, discretion, and the ability to operate in a fast-paced, hybrid work environment. Work will take place in the Washington D.C. metro area, at our office in Arlington, VA or virtually from home. Final schedules will be determined based on client and organizational needs.

Key Responsibilities:

Administrative Support: Manage complex calendars, schedule meetings, coordinate travel arrangements, and handle confidential correspondence.

Subject Matter Expertise: Serve as subject matter expert in interpreting Joint Travel Regulations (JTR) and facilitating compliance with Foreign Clearance Guide to plan and coordinate travel in conjunction with the DASD(P) activities; review travel authorizations and vouchers; arrange necessary passports and visas for official travel.

Daily Briefing Preparation: Provide a daily read-ahead book with information for the next day and next week activities for the DASD(P) prior to the end of the duty day; maintain electronic copies, and paper as directed by the Government, of files of all office documents including letters, memos, reports, and briefings.

Event Coordination: Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc. for meetings held in conjunction with the DASD(P) activities; escort, greet, and provide information supporting visits to the DASD(P). Plan, organize, and execute meetings, briefings, and other events, ensuring all logistical and administrative aspects are seamlessly handled.

Communication: Serve as a point of contact between executives and internal/external stakeholders, maintaining professionalism and discretion in all communications.

Documentation: Prepare and edit presentations, reports, and other documents using MS Office tools (Excel, PowerPoint, Word).

Process Optimization: Identify opportunities to improve administrative processes and implement solutions to increase efficiency. Create tools such as Excel spreadsheets and other databases to compile, track, summarize, and report the status of various documents and projects.

Problem Solving: Anticipate and address challenges proactively to ensure smooth operations.

Client Support: Assist with project coordination and liaise with clients in the national security community, adapting to their unique requirements and needs.

Team Interaction: Foster a positive, respectful, and inclusive working environment with colleagues and clients.

Required education, skills, and experience

Active TS/SCI or TS (w/ SCI Eligibility) Clearance

Extensive experience with creating, reviewing and approving CONUS and OCONUS Defense Travel System (DTS) orders

5 years of relevant experience providing administrative support, preferably in the national security sector.

Proficiency in Microsoft Office Suite, including Excel, PowerPoint, and Word.

Strong organizational and multitasking skills, with a proven ability to manage competing priorities effectively.

Excellent written and verbal communication skills, with attention to detail and professionalism.

Experience working in hybrid environments, balancing in-office and virtual responsibilities.

Preferred Qualifications

Bachelor’s degree from an accredited college or university is preferred. Specialized experience including military or industry executive assistant experience may be substituted in lieu of specific educational requirements.

Experience with creating, reviewing and approving CONUS and OCONUS Defense Travel System (DTS) orders preferred

Correspondence experience in a DoD environment

Experience with task or correspondence management systems (e.g. TMT or CATMS)

Experience and skills in providing Executive Level Administrative Assistant support to high-ranking Federal Government Senior Executive or DoD Flag / General Officers is highly preferred

Experience supporting clients in the defense or intelligence communities.

Familiarity with Human-Centered Design (HCD) principles to align processes with user needs.

Knowledge of the unique challenges and requirements in the national security sector.