Job Abstract

Job ID

2024-4287

Category

Administrative/Clerical

Type

Full-Time Salaried

Company

Nakupuna Consulting

Nakupuna Consulting is looking for an Executive Assistant to join our team of talented consultants providing professional services to support the Department of Defense, Office of the Secretary of Defense.

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Manage daily Front Office activities and maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols
• Plan and schedule meetings, receive visitors, and interact with the public through a customer-service, detail-focused, adaptive, and proactive approach in a fast-paced DoD organization
• Independently and proactively transmit information, obtain and assemble data, prepare and review presentations, communicate inside and outside of the directorate, and deconflict calendar and event scheduling
• Integrate support activities to ensure leadership is prepared for meetings and engagements on a routine basis and in a timely manner. Process incoming requests and communications, including taskers and emails, to appropriately triage, address, and record internal and external correspondence and route communication to the appropriate individual in the office for response and action
• Directly manage, maintain, and synchronize complex calendars and schedules of executive personnel. Proactively manage executive calendars with attention to accuracy, detail, and allocation of time to promote productivity. Recognize the need to resolve conflicts, orchestrate change, and reprioritize as appropriate
• Author, review, and edit drafts of notes, internal memoranda, and official correspondence. Track and maintain visibility on taskers and open actions based on inputs and guidance from senior staff in the office. Maintain performance metric tracking reports for senior leadership
• Manage communications, to include taking messages and referring calls to the appropriate individual or office within the organization. Interface with guests visiting the office. Greet and escort high-level officials
• Ensure Front Office is presentable for senior defense officials. Remedy facility concerns and maintain adequate stockage of office supplies
• Support the office’s security administration through facilitating security clearances and visit requests for personnel and visitors
• Maintain electronic copies, and paper copies as directed by the Government, of all office documents such as letters, memoranda, reports, and briefings
• Maintain conference room calendars and assist with meeting set-up prior to include VTC equipment or bridge line
• Assist government personnel with official travel and logistical arrangements to accomplish mission requirements using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR)

Education and Experience:

• B.A./B.S. degree is preferred.
• Experience supporting senior level officials is preferred.
• Proficient skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, SharePoint, and use of office equipment is required.
• Excellent oral and written communication skills geared towards executives.
• Demonstrated ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
• Ability to prioritize, multi-task, plan, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations.
• Experience with tasker management and correspondence is preferred.

Clearance: This position requires an active Secret security clearance. Must be a U.S. citizen.

Physical Requirements: In addition to the skills and qualifications mentioned above, candidates must, at a minimum, be able to meet the following physical requirements.

• Ability to lift up to 25 pounds
• Ability to use stairs without assistance
• Ability to perform repetitive motions with the hands, wrists, and fingers
• Ability to engage in and follow audible communications in emergency situations
• Ability to sit for prolonged periods at a desk and working on a computer
• Ability to stand, sit, walk, lift, carry, reach, kneel, crouch, bend and climb a step stool/ladder