Executive Administrative Assistant

Significance, Inc. is seeking an Administrative Assistant IV to support the Programs and Resources, Accounting and Financial Systems Branch and other personnel within Headquarters Marine Corps (HQMC), P&R, Resources and Force Analysis (RFA). This position will provide day-to-day administrative and office management support, coordinate meetings and schedules, prepare and manage official documents, and serve as an administrative point of contact for the organization.

The successful candidate will demonstrate excellent organizational and communication skills, strong attention to detail, and the ability to manage multiple priorities while providing responsive and professional support to Government personnel.

Required Skills:

Active DoD Secret clearance or Interim Secret clearance required.

Bachelor's degree in business management, business administration, or a related discipline.

Six (6) years of general experience and five (5) years of relevant experience.
OR Associate's degree or equivalent professional experience in business management, business administration, or a related discipline, with eight (8) years of general experience and six (6) years of relevant experience.

Excellent written and verbal communication skills.

Strong organizational skills and demonstrated ability to manage multiple priorities.

Strong editorial skills, including proper grammar, spelling, style, and document structure.

Experience preparing and managing professional correspondence, reports, presentations, and other office documentation.

Ability to perform highly detail-oriented work with accuracy and discretion.

Ability to operate or coordinate the use of video teleconferencing, audiovisual, and web-conferencing equipment.

Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Desired Skills:

Experience supporting the DoD or another Federal Government organization.

Experience supporting Marine Corps or other DoD headquarters organizations.

Working knowledge of DoD classified document safeguarding, destruction, and handling procedures.

Responsibilities:

Provide day-to-day administrative support to the office, ensuring effective communication and coordination across program areas.

Follow applicable DoD, HQMC, P&R, and RFA templates, processes, policies, and best practices.

Support the Director and office staff with administrative functions, including telephone coverage, visitor management, file management, reports, briefings, and meeting logistics.

Manage, maintain, and de-conflict calendars, appointments, meetings, conferences, leave, and temporary duty schedules for office personnel.

Coordinate schedules and administrative requirements with external agencies, organizations, and other Government stakeholders.

Relay project and administrative status updates to the Project Manager, Contracting Officer's Representative (COR), Division Director, Deputy Director, and other designated stakeholders.

Draft, review, staff, file, and update memorandums, routing packages, information papers, presentations, issue papers, meeting minutes, and other official documents.

Support meetings and conferences, including reserving appropriate spaces, preparing materials, taking notes, distributing documents, advancing presentation materials, and providing other administrative support.

Schedule and support video teleconferences, web conferences, and teleconferences, including coordinating room and phone reservations and verifying connectivity and audiovisual equipment prior to meetings.

Support the in-processing and out-processing of personnel.

Escort and screen visitors and manage incoming telephone calls in accordance with applicable procedures.

Compile supply orders requested by personnel and submit them for appropriate review and approval.

Maintain, store, and issue office supplies.

Submit and track service orders for routine office maintenance and repairs in accordance with applicable policies and procedures.

Serve as a primary point of contact for administrative functions supporting the organization.

Assist with emergency and evacuation procedures as directed.

Perform other administrative and office support duties as assigned by the Director, Project Manager, COR, or other designated Government personnel.