Executive Support Analyst

💼What You'll Do

• Provide essential support: Answer calls, respond to emails, and tackle a variety of tasks in coordinating staff engagements with the Chief of Staff, capture urgent same-day or next-day after-action requests, and track follow-on action items to closure.
• Manage front desk: Ensure seamless traffic flow, prompt phone responses, and timely attention to schedule requests made in person or by email.  Provide consistent administrative support throughout scheduled core hours to maintain Front Office continuity and maintain/regularly update official Front Office phone/recall rosters.
• Plan and execute events: Organize group meetings, conferences, executive huddles, and special events with senior Navy military officials, SES leaders, program managers, and key stakeholders; print read-aheads, assemble trip binders, take notes, and track follow-ups to keep operations running smoothly and ensure seamless, timely delivery.
• Manage leadership calendars: Manage complex schedules, dynamically resolving last-minute changes to leadership calendars in person or electronically to support high-priority, fast-paced scheduling needs.
• Craft executive communications: Prepare, edit, and refine correspondence, policy memos, reports, and presentation decks for top-level Navy decision-makers using standard Department of the Navy Correspondence guidelines.  Assist leadership with scheduling employee check-in and check-out workflows.
• Ensure documentation and presentation excellence: Ensure timely review and routing of documents requiring leadership signatures and expertly manage sensitive and classified documents (including secure receipt, processing, storage, and disposal of materials in compliance with security protocols).  Review PowerPoint decks for accuracy, completeness, and strict compliance with SSP branding standards.
• Coordinate visits: Submit Visit Authorization Requests (VARs) and coordinate security access; greet and direct external visitors, distinguished guests, and industrial partner guests, ensuring they feel welcomed and are efficiently connected with command leadership.
• Arrange Travel: Coordinate and arrange complex travel itineraries and logistics for senior leadership in alignment with the Defense Travel System (DTS) and SATO; prepare site visit agendas, build comprehensive trip binders, and file travel claims efficiently.
• Technical Support: Provide prompt resolution and troubleshooting for technical issues with SIPR Tokens, SVTC, RED networks, and MS Teams, ensuring uninterrupted C4I and communication support for leadership.

🧠What You Bring to the Table

• A bachelor’s degree in a related field (or equivalent combination of education and administrative/analyst experience).
• 3+ years of experience as an executive assistant, executive support analyst, or program analyst in a fast-paced, dynamic military/DoD environment.
• Operational familiarity with Navy rank structures (specifically O-5/O-6+ military officers and SES levels), protocol, military chain of command, and staff procedures.
• Must hold an active DoW SECRET clearance or higher (or have held an active clearance in good standing within the past two years).
• Excellent communication, organizational, and problem-solving skills.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Project), Adobe Acrobat, Foxit, Visio, and digital collaboration tools (MS Teams, SharePoint, Confluence).
• Ability to maintain strict confidentiality and handle sensitive and classified information with discretion.
• Flexibility to adapt to changing command priorities and deadlines.

⭐Bonus Points

• Direct experience working within Department of the Navy HQ environments.
• Working knowledge of the Department of the Navy Correspondence Manual and Defense Travel System (DTS).