Executive Assistant

Role overview

Modern Technology Solutions, Inc. (MTSI) is hiring an Executive Assistant to support its Defense Services Division. The role is fully remote, though the position may involve occasional travel. You would support senior directors within the division, as well as other executive leaders spread across different locations, in a high-tempo environment where priorities can shift quickly.

The company is a mid-sized, employee-owned organization with about $1B in annual revenue, serving aerospace, defense, and intelligence customers. The role calls for a highly organized professional who can juggle multiple demands, handle sensitive information, and keep executive operations running smoothly.

What you will do

• Coordinate several executive calendars, make judgment calls on scheduling trade-offs, and arrange meetings in a way that best supports executive productivity.
• Set up appointments and meetings for senior leaders, working closely with internal leaders, outside business and government contacts, and other executive assistants.
• Follow and maintain proper protocol expectations for division and business unit stakeholders.
• Organize and support in-person and virtual meetings for leadership teams.
• Arrange welcome meetings and calls for new employees with the appropriate senior director, including preparing relevant background details in advance.
• Plan senior directors’ travel, including transportation arrangements, with attention to maximizing their time and availability.
• Work with the DSD EVP EA to monitor site visits and employee engagement activities.
• Handle executive communication with both internal and external stakeholders.
• Prepare and manage professional correspondence and create PowerPoint decks, Word documents, and Excel files as needed.
• Support presentations for important business unit meetings by collecting content from others, shaping it into the correct template, and helping facilitate the meeting, including notes, action items, and live IT support when necessary.
• Build and maintain shared online folders and files for critical documentation.
• Review administrative workflows, identify opportunities to reduce duplication, and improve accuracy and efficiency through process improvements.
• Coordinate closely with the Division EVP EA and provide backup support when needed.
• Track business unit taskers, review responses, and prepare them for submission to division leadership.
• Oversee the business unit spot bonus process, including drafting recognition letters with the senior director and forwarding them to the Division EVP EA.
• Help organize events such as conferences, training sessions, meetings, tours, and dinners with internal and external stakeholders.

Requirements

• At least 20 years of experience in executive administration or executive support, including substantial exposure to military and business executive protocol.
• Strong spoken and written communication skills.
• Comfort working both independently and as part of a team, with strong initiative and good interpersonal judgment.
• Professional, polished demeanor and communication style.
• Ability to thrive in a fast-moving environment and adjust quickly when plans change.
• Self-driven approach with the ability to manage work alone or collaboratively.
• Strong judgment and discretion when dealing with confidential information.
• Advanced proficiency with MS Word, Excel, PowerPoint, Outlook, and other spreadsheet, presentation, and email tools.
• Excellent conflict-resolution ability and the flexibility to work through changing schedules and priorities while multitasking.
• Exceptional organizational ability, strong attention to detail, and well-developed interpersonal skills.
• Highest standards of moral character and discretion.

Additional details

This role is 100% remote, but occasional travel may be required. Up to 15% travel is anticipated.

Active Top Secret clearance is preferred, while candidates with an active Secret clearance may also be considered.

U.S. citizenship is required.

A bachelor’s degree in business administration or a related field is required by the employer’s stated education preference.

Prior experience as an executive officer or protocol officer supporting a geographically distributed military organization is preferred.