Executive Assistant

Executive Assistant

We are seeking a seasoned, motivated, and detail-oriented Executive Assistant to provide administrative, operational, and executive-level support to company leadership and internal stakeholders. This is a part-time, remote position for a highly organized professional who can work independently, manage competing priorities, protect sensitive information, and consistently provide high-quality support during established business hours, Monday through Friday, based on company needs.

The ideal candidate will have strong administrative experience, excellent communication skills, and the ability to support a fast-paced, mission-focused organization serving government, defense, and security-focused clients. The candidate must be dependable, proactive, professional, and comfortable supporting leadership with scheduling, communications, document preparation, coordination, and day-to-day business operations.

Travel is expected to be minimal to none.

Key Responsibilities

• Provide direct executive administrative support to company leadership, including calendar management, scheduling, meeting coordination, and follow-up tracking.
• Manage and prioritize emails, correspondence, action items, and communications on behalf of leadership, as directed.
• Coordinate internal and external meetings, including preparing agendas, taking notes, tracking decisions, and monitoring follow-up actions.
• Prepare, edit, format, and organize documents, presentations, spreadsheets, reports, correspondence, and other business materials.
• Maintain organized electronic files, records, templates, and administrative documentation in accordance with company procedures.
• Support business development and client engagement activities by assisting with meeting preparation, research, scheduling, document organization, and follow-up communications.
• Assist with proposal, contract, and project support activities, including document formatting, coordination, deadline tracking, and administrative quality control.
• Support onboarding and administrative coordination for employees, consultants, contractors, and client-related activities, as needed.
• Assist with maintaining company task trackers, project calendars, contact lists, and internal administrative systems.
• Coordinate travel arrangements, itineraries, expense documentation, and logistics when required.
• Handle sensitive, confidential, and proprietary information with professionalism, discretion, and sound judgment.
• Support leadership with social media coordination, marketing-related administrative tasks, event preparation, and company communications, as needed.
• Assist with vendor coordination, invoice tracking, purchase documentation, and general office administration.
• Proactively identify administrative needs, process improvements, and ways to help leadership operate more efficiently.

Required Qualifications

• Must be a U.S. citizen.
• Must have 3+ years of experience as an Executive Assistant, Administrative Assistant, Operations Assistant, Office Manager, or similar administrative support role.
• Demonstrated experience supporting executives, senior leaders, business owners, or management teams.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing tasks independently.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to produce accurate, professional, and polished work products.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Familiarity with SharePoint, Microsoft Teams, OneDrive, and other cloud-based collaboration tools.
• Ability to handle confidential information with discretion and professionalism.
• Ability to work remotely while remaining responsive, dependable, and proactive during established business hours.
• Strong problem-solving skills and the ability to adapt quickly to changing priorities.
• Professional demeanor and ability to communicate effectively with clients, partners, vendors, employees, and leadership.

Preferred Qualifications

• Experience supporting a government contractor, defense contractor, security consulting firm, or professional services company.
• Experience assisting with proposals, contracts, compliance documentation, or project administration.
• Experience supporting small business operations.
• Familiarity with industrial security, government contracting, or Department of Defense support environments.
• Experience with CRM systems, task management platforms, scheduling tools, and document management systems.
• Strong proofreading, editing, and formatting skills.
• Experience coordinating events, meetings, conferences, or professional association activities.
• Ability to anticipate leadership needs and operate with limited supervision.

Position Details

• Employment Type: Part-time
• Location: Remote/Hybrid
• Schedule: Monday through Friday, based on company requirements and time zones
• Travel: Minimal to none
• Support Area: Executive administration, business operations, client coordination, and internal company support

About Us

Dive Deep Security is a Service-Disabled Veteran-Owned Small Business (SDVOSB) delivering precision-driven security and intelligence support to government and defense-focused clients. We bring veteran-led leadership, cleared expertise, and a mission-first approach to industrial security, compliance, and operational readiness.

Our team supports clients with practical, reliable solutions that help protect assets, strengthen security programs, and meet evolving mission requirements. We are committed to providing high-quality support tailored to each client's needs while upholding the highest standards of professionalism, integrity, and service.