Executive Coordinator

Nakupuna Companies•Mountain View, CA

3d•Onsite

About The Position

Nakupuna Prime is looking for an Executive Coordinator to join our talented team providing administrative services to the Office of the Secretary of War (OSW) clients. 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. Provide expert-level administrative support for senior defense executives. 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. Receive, coordinate, and respond to invitations received by the organization’s senior personnel. Pro vide daily read-ahead information for the next day for the organization’s senior personnel, detailing meetings and associated read-ahead materials, prior to the end of the duty day. Facilitate visitors. Coordinate parking and building access. Receive and escort high-level officials within the Pentagon and/or Mark Center. Ensure the office space is presentable for senior officials. Maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols. Manage telephone communications, to include answering phones in timely manner, taking accurate messages, and referring calls to the appropriate individual or office within the organization. Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings held in conjunction with the organization’s activities. C oordinate all official travel request for senior level officials ensuring full compliance with the Joint Travel Regulations (JTR). Coordinate transportation and prepare travel authorizations and vouchers with the Defense Travel System (DTS). Create reservations and assist with obtaining passport and visas for official travel. Ensure compliance with the Foreign Clearance Guide. Prepare visit and clearance requests, and reconcile travel expenses. Maintain accurate travel records and resolve any travel-related discrepancies .

Requirements

High School diploma required.
2+ years of experience required.
Experience providing executive-level administrative support is required.
Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, etc.).
Excellent oral and written communication skills geared towards executives.
Demonstrated ability to write clear, concise, and articulate communication 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.
This position requires a Top Secret/SCI security clearance.
Must be a U.S. citizen.
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.

Nice To Haves

Bachelor’s or Associate degree preferred.
Experience coordinating government travel, including knowledge of DTS and JTR, is preferred.
Department of War experience is preferred with OSW experience highly desirable.

Responsibilities

Provide expert-level administrative support for senior defense executives.
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.
Receive, coordinate, and respond to invitations received by the organization’s senior personnel.
Provide daily read-ahead information for the next day for the organization’s senior personnel, detailing meetings and associated read-ahead materials, prior to the end of the duty day.
Facilitate visitors.
Coordinate parking and building access.
Receive and escort high-level officials within the Pentagon and/or Mark Center.
Ensure the office space is presentable for senior officials.
Maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
Manage telephone communications, to include answering phones in timely manner, taking accurate messages, and referring calls to the appropriate individual or office within the organization.
Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings held in conjunction with the organization’s activities.
Coordinate all official travel request for senior level officials ensuring full compliance with the Joint Travel Regulations (JTR).
Coordinate transportation and prepare travel authorizations and vouchers with the Defense Travel System (DTS).
Create reservations and assist with obtaining passport and visas for official travel.
Ensure compliance with the Foreign Clearance Guide.
Prepare visit and clearance requests, and reconcile travel expenses.
Maintain accurate travel records and resolve any travel-related discrepancies