Executive Administrative Assistant

Koniag Government Services, LLC • Mobile, AL

1d • Onsite

About The Position

Koniag Management Solutions, LLC a Koniag Government Services company, is seeking an experienced Executive Administrative Assistant to provide comprehensive day-to-day administrative support for the U.S. Coast Guard's Offshore Patrol Cutter (OPC) Project Residence Office (PRO) in Mobile, AL. This full-time position requires an organized, detail-oriented professional capable of managing correspondence, coordinating meetings and travel, preparing reports and presentations, and supporting senior leadership in a fast-paced government acquisition environment. The ideal candidate will possess exceptional communication skills, proficiency in Microsoft Office applications, and the ability to handle sensitive information with discretion.

Requirements

• Bachelor's Degree OR minimum of four (4) additional years of relevant experience in lieu of degree
• Minimum of four (4) years office environment documentation support experience
• Secret level security clearance
• Proficiency in Microsoft Office software suite including Word, PowerPoint, and Excel
• Exceptional written and oral communication skills with attention to grammar and formatting
• Strong organizational and time management abilities with capability to manage multiple priorities
• Ability to research, collect, develop, and consolidate data for report preparation
• Knowledge of standard processing procedures and formats for government correspondence, presentations, and reports
• Experience with document processing and records management
• Professional demeanor and ability to interact with senior military and civilian personnel
• Discretion in handling sensitive and confidential information
• Strong attention to detail and accuracy
• Ability to work independently and anticipate needs
• Capability to respond to urgent requests with short turnaround times
• Experience with calendar management and meeting coordination
• Ability to maintain composure and professionalism in fast-paced, high-pressure situations

Nice To Haves

• Experience supporting Department of Homeland Security, Coast Guard, or Department of Defense operations
• Familiarity with federal government correspondence standards (COMDTINST M5216.4 series)
• Experience with USCG travel systems and Federal Travel Regulations (FTR)
• Knowledge of military protocol and Distinguished Visitor support requirements
• Experience supporting large-scale acquisition programs or project management offices
• Understanding of Major System Acquisition Manual (MSAM) documentation requirements
• Experience with ceremonial event coordination and protocol management
• Certified Administrative Professional (CAP) or similar professional certification
• Experience with SharePoint document management systems
• Knowledge of Department of Homeland Security classification and marking procedures

Responsibilities

• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, and program documentation
• Record detailed meeting notes and action items; distribute to appropriate stakeholders
• Prepare recurring and special reports by researching, assembling, and summarizing material pertaining to OPC PRO functions
• Receive, review, and manage incoming correspondence; establish suspense controls and maintain tracking logs
• Prepare executive and staff level correspondence and non-technical reports ensuring compliance with formatting standards
• Review outgoing correspondence for accuracy, proper format, grammar, and inclusion of necessary background materials
• Screen telephone calls and office visitors; determine priority and route appropriately
• Maintain calendars for assigned personnel; arrange, modify, or decline appointments and invitations
• Coordinate conferences, meetings, and video teleconferences including agenda preparation and logistics
• Perform all travel arrangements using USCG travel system including airfare, lodging, rental cars, and travel documentation
• Maintain detailed itineraries and schedules for official travel and Distinguished Visitor coordination
• Ensure adequate provisions for protocol requirements and maintain Command Official Guest Register
• Support administration, collection, and submission of data calls with rapid turnaround requirements (often 24 hours or less)
• Track decisional memoranda, MSAM documents, agreements (MOUs, MOAs, IAAs), personnel training, evaluations, and awards
• Monitor documents in concurrent clearance and sequential approval processes; follow up to ensure timely action
• Research and recommend communication tools and products for Industry Days, expos, conventions, and media events
• Create draft communication products including literature, trifolds, and handouts for information requests
• Support ceremonial events (keel laying, christening, commissioning) including correspondence, guest lists, and documentation
• Compile statistics and supporting analyses for decision-making processes
• Maintain office records and file documents; organize and update information repositories
• Perform periodic reviews of office procedures and workflow; recommend improvements for efficiency

Benefits

• health, dental and vision insurance
• 401K with company matching
• flexible spending accounts
• paid holidays
• three weeks paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Executive