Executive Coordinator

Na Ali'i Consulting & Sales, LLC.•Mountain View, CA

4h•$75,000 - $110,000•Onsite

About The Position

Nakupuna Companies is seeking an Executive Coordinator to provide administrative services to Office of the Secretary of War (OSW) clients. The role provides expert-level administrative support to senior defense executives, including calendar management, visitor coordination, telephone communications, meeting logistics, and official travel coordination. The position requires in-person support five days a week in Mountain View, California, and requires a Secret security clearance and U.S. citizenship.

Requirements

High school diploma.
At least 2 years of experience.
Experience providing executive-level administrative support.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Excellent oral and written communication skills appropriate for executive audiences.
Ability to write clear, concise, and articulate communications with attention to quality control and detail.
Strong interpersonal and customer service skills that foster teamwork and positive relationships with staff and principals.
Working knowledge of coordination requirements for preparing and obtaining approval of reports, briefings, memoranda, and presentations.
Ability to prioritize, multitask, plan, solve problems, and adapt in a fast-paced, strategic environment under minimal supervision.
Secret security clearance required.
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 work on a computer.
Ability to walk for extended periods during the workday, including between buildings and over long distances on foot.

Nice To Haves

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

Responsibilities

Provide expert-level administrative support for senior defense executives.
Directly manage, maintain, and synchronize complex executive calendars and schedules; proactively resolve conflicts, orchestrate changes, and reprioritize as needed.
Receive, coordinate, and respond to invitations for senior personnel.
Prepare and provide next-day read-ahead information, including meetings and associated materials, before the end of the duty day.
Facilitate visitors by coordinating parking and building access, receiving and escorting high-level officials within the Pentagon and/or Mark Center, and ensuring office space is presentable.
Maintain a professional work environment by following Senior Executive Service (SES) protocols.
Manage telephone communications, answer calls promptly, take accurate messages, and refer calls to the appropriate individual or office.
Plan, coordinate, and confirm logistical support for meetings, including transportation, badges, security clearance paperwork, and audiovisual support.
Coordinate official travel requests for senior officials in compliance with the Joint Travel Regulations (JTR).
Coordinate transportation and prepare travel authorizations and vouchers using the Defense Travel System (DTS).
Create reservations and assist with obtaining passports and visas for official travel; ensure compliance with the Foreign Clearance Guide.
Prepare visit and clearance requests, reconcile travel expenses, maintain accurate travel records, and resolve travel-related discrepancies.