Executive Administrative Assistant (Senior)

Recipient of the 2023 Exceptional PeopleFirst Workplace Award by IWPL, HelloGov® is an Artificial General Intelligence (AGI) company founded by ex\-Machine Learning (ML) Researchers from OpenAI, Google, and the U.S. Department of Defense (DoD), united by our shared patriotism and belief of advancing AI in the U.S. public sector to maintain global competitiveness. HelloGov® was founded on the principles of nurturing our employees’ careers and wellness. We take pride in providing a work\-life balance that stems from years of building companies in Silicon Valley. Our founders have pioneered some of the best technologies in the market and have always operated with humility and ambition. We operate with an award\-winning people first mantra of: Transparency. Flexibility. Work life balance. Culture of sharing credit. Empowering every employee, from the shop floor to the top floor. Good company policies. Investment in people. Focus on ergonomics. Fun traditions. Benefits (Tier I Health/Vision/Dental insurance, 401K, EAP, Equity, Stipends, Investment in your wellness) Equality in Compensation (i.e. every team member, from Junior to Executive staff, receives a Sign\-On Bonus) We are seeking a Senior Executive Administrative Assistant to support frontier DoD AI work within the Department of War in a HYBRID role. This role supports day\-to\-day execution, operations, planning, and coordination across multiple fast\-moving workstreams and fits someone who thrives in a high\-tempo DoD environment, works well with minimal direction, adapts quickly, and brings structure and follow\-through to an evolving mission. In this capacity, you will serve as the crucial organizational anchor for a highly creative and technical team. You will shield them from external noise by wrangling multiple competing objectives, de\-conflicting senior leadership taskings, and translating ambiguous outside demand signals into structured schedules and productive workflows. Key Attributes and Skills: Resourceful: Able to find solutions to problems without relying on guidance. Identifies gaps, risks, and dependencies and turns ambiguity into clear action items and plans. Accountable: Focused on results without needing much supervision Versatile: Can comfortably shift between coordination, documentation, stakeholder support, and operational tasks as priorities change. Collaborative: Embodies a teammate who is kind, approachable, dependable, and discreet—handles sensitive information appropriately. DoD Experience Preferred: Familiarity with DoD systems, multi\-org coordination, and onboarding/access processes is a plus. Personnel Readiness Support: Able to assist with onboarding and clearance/security paperwork tracking and routing as needed. RESPONSIBILITIES: Act as the organizational glue that keeps a fast\-moving, creative team grounded to schedules, milestones, and high productivity, even as external priorities rapidly shift. Navigate ambiguous, and sometimes frustrating, bureaucratic workflows with pleasant persistence to capture requirements and ensure institutional processes are achieved. Triage priorities amid chaos, effectively de\-conflicting senior leadership activities and external demands to protect the core team's development cycles. Maintain schedules, trackers, and recurring status inputs for government and contractor stakeholders. Draft executive\-ready deliverables (status, readouts, decision notes, briefs) translating technical work into mission impact. Coordinate onboarding and access readiness (accounts, tools, required training). Assist with personnel security/clearance admin (milestone tracking, package QA, appointments/docs, routing, follow\-ups) as directed. Communicate across teams to surface blockers early and drive resolution in a high\-tempo DoD setting. WHO YOU ARE: An organized anchor in a sea of change, you effectively manage multiple competing objectives and bring structure to undefined workflows without stifling the creative process. Pleasantly persistent, you possess the strong interpersonal skills and team orientation needed to corral stakeholders, vector processes, and drive institutional requirements to completion without losing your cool. DEGREE: Bachelors Clearance: Top Secret (active) Job Type: Full\-time Pay: $61,767\.00 \- $91,900\.00 per year Benefits: Dental insurance Employee assistance program Employee discount Health insurance Paid time off Parental leave Professional development assistance Referral program Tuition reimbursement Vision insurance Experience: DoD: 5 years (Required) Administrative support: 5 years (Required) Security clearance: Top Secret (Required) Work Location: Hybrid remote in Falls Church, VA 22042