Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level operational and strategic support to members of our executive leadership team. This role is critical to keeping priorities moving, projects coordinated, and leadership equipped with the information and support needed to operate effectively. This is more than a traditional administrative role. The Executive Assistant serves as a trusted partner to leadership, helping manage complex schedules, coordinate strategic initiatives, support executive communications, and facilitate collaboration across internal teams, external stakeholders and strategic partners. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and continuously looks for ways to improve processes and efficiency. Strong organizational skills, professionalism, discretion, and the ability to anticipate needs are essential for success in this role. What You'll Do Manage executive calendars, meetings, travel arrangements, and expense tracking. Coordinate onsite and virtual meetings, including scheduling, logistics, agendas, materials, and meeting notes. Draft, proofread, and format correspondence, reports, presentations, and other executive documents. Maintain organized digital records and support document management through SharePoint and related systems. Support strategic projects and initiatives by tracking timelines, deliverables, action items, and communications. Coordinate meetings, workshops, conferences, and special events, including vendor, catering, and A/V logistics. Serve as a key liaison between leadership, staff, vendors, and external stakeholders. Support internal communications while handling confidential information with professionalism and discretion. Identify opportunities to improve administrative processes, workflows, and operational efficiency. What We're Looking For High school diploma or GED required; Bachelor's degree in Business Administration or related field preferred. Minimum 5 years of executive support, administrative, or project coordination experience supporting senior leaders in a fast-paced environment. Highly organized with strong attention to detail and the ability to manage multiple priorities, deadlines, and confidential information with discretion. Strong communication, problem-solving, and organizational skills with a proactive, solutions-focused approach. Experience coordinating meetings, travel, events, and executive-level projects and initiatives. Proficiency with Microsoft Office Suite, Microsoft Teams, and SharePoint. Ability to work independently while collaborating effectively across teams and stakeholders. Experience in higher education, nonprofit, government, or policy-related environments is a plus. Ability to obtain and maintain a U.S. government security clearance, up to Top Secret, if required.

Compensation & Benefits Include:

Competitive salary. Health, dental, and vision insurance; life and disability coverage; retirement plan. Paid time off and holidays. Professional development and opportunities to earn IT/security certifications. Qualified tuition reduction.

Details:

Location:

Tucson, AZ.

Schedule:

Full-time, Monday - Friday, 8:00-5:00 with occasional adjustments to business needs.

Equal Opportunity Employer:

Kyl Institute for National Security is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law. This position requires U.S. citizenship and the ability to obtain and maintain a security clearance.

Pay:

$55,000.00 - $70,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Professional development assistance Tuition reimbursement Vision insurance

Work Location:

In person