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Executive Secretary 101-004


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IC-CAP LLC is a Woman Owned / HUBZone Small Business working in the Department of Defense and Intelligence Community.  We are always looking for highly talented, energetic, and dynamic professionals that are interested in protecting the defense of our nation.  

Some of the positions are future positions.  Please look at the opening line of the job description to determine if this is an open or future position.


Our positions are not remote unless stated in the job description below.

We are looking to fill this position at the following location(s):

    Springfield, VA

Job Description

Executive Secretary:

The Executive Secretary shall provide professional and proactive mission-oriented administrative support to the assigned customer office. 

The Executive Secretary's responsibilities shall include but are not limited to the following administrative duties

  • Learn and maintain a working knowledge of the Intelligence Community (IC) and specifically for those IC partners the office may interact with the most. This may include implementing administrative workflows, procedures and guidelines to achieve a smooth exchange of information and coordination of mission requirements. 

  • Independently provide professional and responsive secretarial support to leadership personnel and staff in support of organizational mission requirements. This will require executing a broad range of secretarial responsibilities with some tasks occurring routinely and/or on an “ad-hoc” basis per real time needs of the office. 

  • Independently manage office schedules and calendars to administratively support timely planning, coordination, execution, and completion of business rhythms, corporate requirements, and events (i.e., meetings, conferences, travel, etc.). 

  • Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, including unwritten policies, precedents and practices that are not always completely applicable to a changing situation. 

  • Assist senior leadership personnel and its staff on a broad range of administrative requirements. This includes serving as focal point for coordinating, consolidating, reviewing, managing information, and providing assistance concerning office administrative requirements in concert with the designated Government Chief of Staff (CoS), Executive Officer and other staff personnel.

  • Proactively anticipate and keep leadership and/or staff apprised of high priority issues, requirements, and developments as it relates to office business and administrative activities.

  • Perform administrative activities to facilitate the planning, coordinating and executing of corporate organizational functions (e.g., events, town halls, meetings, conferences and other official gatherings) the office may host, support and/or participate. 

  •  Support office discussions regarding the organization’s administrative business rhythms and contribute recommendations as deemed appropriate. Specifically notify office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization. 

  • Produce draft and/or final office correspondence or documents for senior leadership’s consideration and signature. Review and provide suggested edits to office correspondence and documents.

  • Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives. 

  • Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms. 

  • Support office with the development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc. 

  • Perform basic research in support of reports and other administrative requirements. 

  • Support the creation of office briefings either as the one creating or reviewing the briefing content and format. 

  • Provide support to leadership and staff on the organization’s administrative business rhythms and requirements to facilitate effective management. Specifically advise on the administrative implications of additions, deletions, or changes to the varied functions of the organization. 

  • Assist secretaries in subordinate offices on new procedures; request information from subordinate office for periodic or special conferences, reports, inquiries, etc. 

Required Skills:

  • Proven experience in the secretary profession directly supporting an office environment with senior leadership personnel serving in the grades of SES/DISL or at the Flag Officer level.

  • Strong foundational knowledge and understanding of the Department of Defense (DoD) and Intelligence Community (IC). 

  • Strong professionalism with the ability to consistently demonstrate tact and maturity in all situations. 

  • Strong interpersonal and/or soft skills, and office etiquette to: Facilitate professional relationships and support efficient execution of all office administrative requirements; and Realize a positive customer oriented service experience by internal/external office personnel, customers, and visitors.

  • Strong teaming and collaboration skills that foster office unity and cohesiveness in support of completing office administrative requirements. 

  • Capable of independently handling a large, complex workload, effectively coordinating multiple resources, and multi-tasking in a fast paced environment having competing priorities. 

  • Excellent communication skills both verbally and written with the ability to:  Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms; and produce professionally written emails, letters, documents, and other material that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance. 

Education and Experience:

  • Bachelor’s Degree in General Business Administration or a related degree from an accredited University/College plus a Minimum 8 years of secretary experience with a minimum 2 year experience working in a senior level office 

  • Associate’s Degree in General Business Administration or a related degree work from an accredited College plus a Minimum 10 years of secretary experience with minimum 4 years’ experience working in a senior level office. 

  • High School Diploma and a Minimum 14 years of secretary experience with minimum 6 years’ experience working in a senior level office. 

Security Clearance:

  • DoD Approved Clearance and Poly

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Executive Secretary 101-004
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