Administrative and Executive Assistant

Job Description

Administrative and Executive Assistant | Guidehouse

The Tone:
This administrative and executive assistant role at Guidehouse supports two Senior Executive Service (SES)–equivalent principals within the Defense Advanced Research Projects Agency (DARPA). This position is crucial for providing comprehensive administrative and day-to-day support, optimizing complex calendars, and ensuring effective structuring of each day for senior leadership. The role requires exceptional organization, high autonomy, and the ability to proactively anticipate challenges in a rapidly evolving environment.

The TL;DR
• Role: Administrative and Executive Assistant
• Team: Supports two Senior Executive Service (SES)-equivalent principals within DARPA.
• Mission: Optimize complex calendars and manage comprehensive administrative support for senior executive principals, ensuring efficient daily operations and preparedness.
• Tech Stack: Microsoft Office Suite

What You’ll Actually Do
• Manage: Independently manage and optimize complex calendars for senior executive principals, evaluating competing priorities and making informed scheduling decisions.
• Monitor: Monitor, track, and manage all incoming taskers, action items, and deadlines using established tools.
• Collaborate: Collaborate closely with teammates, office staff, and external partners to assess shifting needs and balance fast-moving demands.
• Prepare: Work with colleagues to manage invitations and higher-level engagements for office leadership, ensuring they have received the necessary preparatory materials.
• Administer: Manage administrative tasks, including ensuring packages are signed by leadership in a timely manner and assisting clients with basic IT needs and issues.

The Must-Haves
• Background: Associate’s Degree. Mid-level career. Core domain knowledge in comprehensive administrative support for executive-level management, particularly within a U.S. Government client context.
• Experience: Three or more years of increasingly responsible administrative support, including two years supporting executive-level management, with experience in tracking and scheduling meetings and managing administrative tasks for a U.S. Government client.
• Skills: Active and current Secret federal security clearance, exceptional organization, high degree of autonomy, ability to proactively anticipate challenges, and capability to learn client-specific processes for records management.
• Bonus: An active and maintained Top Secret/SCI (TS/SCI) Federal or DoD security clearance, prior senior executive-level support experience in a DoD or federally funded R&D environment, intermediate to advanced proficiency in Microsoft Office Suite and related tools, and an ability and desire to learn program details and expand skillset.