Executive Assistant I

Adeptus Solutions, Inc. is seeking a highly organized, detail-oriented, and professional Executive Assistant I (Level I) to provide comprehensive administrative and operational support to executive leadership in a federal government environment.

The successful candidate will be responsible for coordinating executive calendars, managing travel arrangements, organizing meetings, preparing correspondence, maintaining confidential documentation, and supporting executive-level projects and administrative initiatives.

This position requires an individual with strong organizational, communication, and time management skills who can effectively manage competing priorities while maintaining professionalism, accuracy, and discretion.

The ideal candidate will demonstrate exceptional attention to detail, sound judgment, and the ability to anticipate administrative needs while supporting efficient executive operations and mission objectives.

Key Responsibilities

Executive Administrative Support

• Provide professional administrative and clerical support to executive leadership and designated management personnel.

• Manage executive calendars, schedule appointments, coordinate meetings, and maintain daily administrative priorities.

• Prepare, review, format, and distribute professional correspondence, reports, memoranda, presentations, and other executive documentation.

• Coordinate domestic travel arrangements, including itineraries, transportation, accommodations, and related documentation.

• Monitor administrative deadlines, track action items, and ensure timely follow-up on executive priorities.

• Maintain accurate records, electronic files, and administrative documentation in accordance with established procedures.

Meeting Coordination and Event Management

• Coordinate executive meetings, conferences, briefings, and organizational events.

• Prepare meeting agendas, supporting materials, presentations, and logistical arrangements.

• Schedule conference rooms, coordinate virtual meetings, and manage attendee communications.

• Record meeting minutes, document action items, and track follow-up requirements.

• Support the planning and execution of executive-level events, conferences, and special meetings.

• Ensure meeting materials and logistical arrangements are completed accurately and on schedule.

Executive Project Coordination and Operational Support

• Provide administrative coordination for executive projects, organizational initiatives, and special assignments.

• Track project schedules, milestones, deliverables, and outstanding action items.

• Assist with collecting, organizing, and maintaining project-related information and documentation.

• Coordinate communication and follow-up activities among executive leadership, project teams, and stakeholders.

• Identify administrative challenges and recommend improvements to enhance workflow efficiency.

• Support the timely completion of executive priorities and operational requirements.

Communication and Stakeholder Coordination

• Serve as a professional point of contact between executive leadership and internal and external stakeholders.

• Coordinate communications with government representatives, contractor personnel, vendors, and organizational leadership.

• Respond to administrative inquiries and route requests to appropriate personnel.

• Draft and review professional correspondence while ensuring accuracy, clarity, and appropriate tone.

• Maintain effective working relationships with multidisciplinary teams and organizational stakeholders.

• Exercise discretion and professionalism when handling sensitive communications and executive matters.

Confidential Documentation and Administrative Process Improvement

• Organize, maintain, and safeguard confidential executive records and sensitive organizational information.

• Ensure administrative documentation is accurate, complete, and maintained in accordance with established policies and procedures.

• Support records management, document tracking, and electronic filing systems.

• Identify opportunities to streamline administrative processes and improve operational efficiency.

• Assist with implementing standardized administrative procedures and documentation practices.

• Perform additional administrative and executive support duties as assigned.

Required Qualifications

• Minimum of three (3) years of relevant administrative or executive support experience.

• Bachelor's degree in Business Administration, Communications, Management, or a related field OR seven (7) years of relevant professional experience, consistent with RFP requirements.

• Demonstrated experience providing administrative support to executives, senior management, or organizational leadership.

• Experience managing professional calendars, coordinating meetings, arranging travel, and preparing executive correspondence.

• Strong organizational skills with the ability to manage multiple assignments, priorities, and deadlines.

• Experience maintaining confidential records, sensitive documentation, and executive communications.

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.

• Excellent written and verbal communication skills.

• Strong attention to detail, accuracy, and document management practices.

• Demonstrated ability to exercise discretion, sound judgment, and professionalism when handling sensitive information.

• Ability to work independently while maintaining effective communication with leadership and team members.

• Strong interpersonal skills and a commitment to providing responsive, high-quality administrative support.

Preferred Qualifications

• Experience providing executive administrative support within a federal government agency or government contracting environment.

• Familiarity with federal government administrative procedures, documentation requirements, and organizational protocols.

• Experience supporting Department of War (DoW) or other federal government agencies.

• Experience coordinating executive travel, conferences, briefings, and official meetings.

• Knowledge of federal records management practices and administrative compliance requirements.

• Experience supporting multiple executives or managing competing administrative priorities.

• Familiarity with government travel systems, electronic records management platforms, or administrative tracking tools.

• Experience supporting executive projects, action item tracking, and organizational reporting requirements.

• Active U.S. Government security clearance, if applicable to contract requirements.

Work Environment

• Work location and reporting requirements will be determined by contract specifications.

• Full-time position supporting executive leadership and federal government administrative operations.

• Must be available to collaborate with government representatives, executive leadership, and contractor personnel during established business hours.

• May require participation in executive meetings, conferences, administrative coordination activities, and special projects.

• Additional work hours may be necessary to accommodate executive schedules, mission requirements, and contractual deadlines.

Why Join Adeptus Solutions, Inc.?

Adeptus Solutions, Inc. provides professional services and innovative solutions supporting federal government clients.

We offer a collaborative, results-driven environment where employees contribute directly to organizational growth and mission success.

Our team members benefit from:

• Competitive compensation and benefits.

• Opportunities for professional development and career advancement.

• Collaboration with experienced executive leadership and administrative professionals.

• Meaningful involvement in federal government programs and mission-critical initiatives.

• Opportunities to contribute to organizational efficiency and executive operational excellence.

• A professional environment that values integrity, accountability, innovation, and excellence.

Application Requirements

Interested candidates should submit a current resume highlighting relevant administrative support, executive coordination, and organizational management experience.

Applicants are encouraged to include:

• Years of relevant administrative or executive support experience.

• Educational qualifications and applicable professional certifications.

• Federal government agencies, contracts, or programs supported.

• Experience managing executive calendars, travel arrangements, meetings, and confidential correspondence.

• Demonstrated experience coordinating executive projects, tracking action items, and supporting organizational initiatives.

• Examples of administrative process improvements and executive support achievements.

Adeptus Solutions, Inc. is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to any status protected by applicable federal, state, or local law.