Protect our Land, Ascend with Us!

Ascension is seeking experienced Senior Executive Administrative Coordinators to provide high-touch administrative and executive coordination support to senior U.S. Marine Corps leadership within Headquarters Marine Corps Programs & Resources (P&R).

This position is designed for an administrative professional who can operate confidently in a fast-paced senior-leadership environment where schedules, correspondence, official taskings, visitors, calls, documents, and competing priorities must be managed accurately and discreetly.

The selected professional will directly support the offices of the Assistant Deputy Commandant for Programming (ADC P) and/or Assistant Deputy Commandant for Resources (ADC R). These offices operate within a broader P&R mission environment involving programming, resources, financial management, accounting, data, audit, and senior-level decision support. The PWS identifies administrative assistance to senior leaders as one of the principal areas of contractor support. SSN_ADCFAS_Enclosure_1_PWS_DRAF…

We are seeking someone who is exceptionally organized, professional, responsive, detail-oriented, and comfortable interacting with senior military and civilian officials. The ideal candidate anticipates requirements before they become urgent, protects leadership’s time, keeps actions moving, recognizes sensitive matters, and maintains accountability across numerous simultaneous activities.

Position Summary

The Senior Executive Administrative Coordinator provides integrated executive and administrative coordination covering PWS Sections 5.2.1 through 5.2.6.

The position combines six closely related functions: executive calendar coordination; public communications/intake desk support; official task coordination; executive correspondence and document routing; official guest coordination; and office supply/equipment accountability. SSN_ADCFAS_Enclosure_1_PWS_DRAF… SSN_ADCFAS_Enclosure_1_PWS_DRAF…

This is considerably broader than a traditional receptionist or administrative-assistant position. The Coordinator serves as an operational control point between senior leadership, internal staff, external stakeholders, official tasking authorities, visitors, and supporting organizations.

The individual must be capable of independently organizing information, maintaining visibility over deadlines and actions, recognizing conflicting priorities, communicating professionally with stakeholders at all levels, and escalating issues appropriately.

Day-to-Day Activities

• MANAGE complex executive calendars for ADC P and/or ADC R, coordinating meetings, briefings, appointments, schedule changes, internal staff engagements, and external stakeholder engagements.
• PREPARE daily executive binders containing schedules, events, supporting documentation, and required read-ahead materials.
• COORDINATE meeting and briefing requirements and confirm that executives have appropriate materials before scheduled engagements.
• OPERATE the designated intake call desk, professionally answering incoming calls and determining the appropriate Marine Corps staff member or organization for routing.
• RESPOND to requests for basic, non-sensitive organizational information when appropriate and authorized.
• RECEIVE official taskings originating from DC P&R and external tasking authorities.
• TRACK official actions from receipt through review, response, approval, and completion using DoN TRACKER, email, Microsoft Teams, and other designated Government systems.
• MONITOR suspense dates and action status and promptly identify approaching deadlines, stalled actions, missing information, or routing issues.
• INTAKE executive correspondence packages, including information papers, decision memoranda, trip reports, and other official documents.
• ROUTE correspondence to appropriate reviewing and approving officials through Government-designated workflows and task inboxes.
• MAINTAIN accurate status and accountability for correspondence and official actions requiring executive review.
• COORDINATE arrival and reception of official visitors meeting with ADC P and ADC R.
• MAINTAIN accurate visitor logs and ensure accountability for official guests.
• COMMUNICATE professionally with visitors before and during meetings and clearly identify contractor status when interacting with Government personnel and guests.
• RESEARCH authorized office supply requirements and assist with procurement-related administrative coordination.
• TRACK office supplies, equipment, IT assets, and other high-value property through accurate accountability records.
• CONDUCT required monthly accountability checks and identify discrepancies or unauthorized equipment.
• MAINTAIN organized electronic and physical administrative records in accordance with Government procedures.
• PROTECT sensitive information encountered while performing executive-support functions.
• COORDINATE continuously with the Contractor Program Manager and Government-designated personnel regarding priorities, assignments, deadlines, and emerging requirements.