Executive Assistant

Nakupuna Companies•Arlington, VA

1d•Onsite

About The Position

Nakupuna Consulting is looking for an Executive Assistant to join our team of talented consultants providing professional services to the Office of the Secretary of War (OSW). This role involves managing daily Front Office activities, planning and scheduling meetings, processing correspondence, and supporting executive personnel in a fast-paced, publicly visible DoD organization.

Requirements

Five (5) years of similar size and scope senior executive-level management and administrative experience.
Ability to collaborate and deliver all services required by the contract in a high ops-tempo environment, coordinating between multidisciplined functions of internal and external organizations.
Must be a U.S. citizen.
Active Secret security clearance.

Nice To Haves

DoD experience is preferred with OSD experience highly desirable.
A Bachelor’s degree in Business Administration, Accounting, Economics, Finance, Management, or related field from an accredited university is highly desirable.
Other degrees and certifications may be considered depending of years of experience.

Responsibilities

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 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.
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.
Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the 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 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).
Process incoming correspondence, including email and facsimile, to route communication to the appropriate individual in the office for response and action.