Executive Assistant

Overview

Nakupuna Companies is looking for a Senior Executive Assistant to support a client of the Office of the Secretary of War (OSW). The ideal candidate is an expert communicator and able to work with and directly support senior executives in the Department of War (DoW).

Responsibilities

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. The ideal candidate will: 

• Primary responsibility is to process incoming correspondence, including email and facsimile, to route communication to the appropriate individual in the office for response and action. 
• 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.
• 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 and publicly visible 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 OSW leadership is prepared for meetings and engagements on a routine basis and in a timely manner. Process incoming requests and communications requirements to appropriately triage, address, and record internal and external correspondence.
• Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the OSW organization. Interface with the public and guests visiting the organization. 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 OSD 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.
• 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).

Qualifications

The ideal candidate has experience with the following knowledge, skills, and abilities: 

• Extensive knowledge of CATMS and DoW correspondence procedures, including prior experience in routing and staffing packages within the DoW.
• 10+ years of experience supporting Government or Military executives is strongly desired.
• Ability to work effectively in a fast-paced environment with changing priorities
• Demonstrated ability to work in a fast-paced, dynamic environment with tight deadlines and competing requirements. Strong organizational, planning, and time management skills
• Proficient skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, and use of office equipment is required.  
• 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.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations.
• Ability to prioritize, multi-task, plan, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.
• Familiarity with DoD 5110.4-M, “Manual for Written Material” is strongly desired.

Education and Experience: This position requires:  

• A Bachelor’s Degree in a related area.
• 10 years of program management experience responsible for support planning, developing, and executing major programs within the DoW, preferably within OSW.  

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation: 

• 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 walk for extended periods throughout the work day including moving between buildings and covering long distances by foot.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $110,000 to $125,000 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies' total compensation package for employees.