MANAGEMENT ANALYST II

MIKEL INC•Washington, DC

2d•Onsite

About The Position

MIKEL is an innovative defense leader at the center of undersea technology and engineering services. Founded in 1999, MIKEL is a woman-owned small business that continues to support the U.S. Navy and help ensure undersea superiority for the Fleet. As we continue to grow our team, MIKEL is always looking for candidates that want to grow with us; learning new skills and expanding expertise while working at the cutting edge of defense technology. MIKEL is currently seeking an Executive Assistant with PMS 401 experience. The ideal candidate will demonstrate exceptional reliability, preparedness, and professionalism. This role is critical to ensuring that daily schedules are executable, meetings are thoroughly prepared and read-ahead materials are distributed and reviewed in a timely manner. The Executive Assistant plays a key role in shaping the effectiveness and reputation of the office. Excellence in schedule management, meeting preparation, and administrative execution fosters credibility with Navy, OSD, and congressional stakeholders. As such, the Chief of Staff, Executive Assistant, and administrative staff must be subject matter experts in the functions that support the Program Manager (PM) and Deputy Program Manager (DPM). The successful candidate will proactively drive schedule execution, ensure engagements are conducted efficiently and on time, and rapidly adapt to schedule changes by coordinating adjustments and follow-up actions as needed.

Requirements

PMS 401 experience
Exceptional reliability, preparedness, and professionalism
Subject matter experts in the functions that support the Program Manager (PM) and Deputy Program Manager (DPM)
Proactively drive schedule execution
Ensure engagements are conducted efficiently and on time
Rapidly adapt to schedule changes by coordinating adjustments and follow-up actions as needed
Department of Defense Secret Security Clearance or higher is required at time of hire.
Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.
U.S. citizenship is required.

Nice To Haves

Exceptional reliability, preparedness, and professionalism

Responsibilities

Getting parking and visitor access at the Pentagon and other travel sites
Include a map and GPS address for unfamiliar sites
Arranging executive motor pool
VTCs, GVS, MS Teams, and conference rooms
Arrange VTC set and comms checked 15 minutes before meetings
Arrange set up for 30 min before meeting and extend one hour past planned meeting
For reservations outside of our spaces, ensure the host knows we are coming, has the dial-in information, and sets up the meeting with the same timelines above
CAC card resets and getting VIPs visit badges or CAC coded
Parking for visitors
Visit requests for people visiting us and for the PM / DPM visiting other commands
Obtaining official passports
Arranging off site meetings including the Gooding Center, 300 M Street, Maritime Plaza, SPA, etc
Know the front office staffs in NAVSEA and at Pentagon
Get lists from Team Sub, OPNAV, and DoN
Answer phones, take messages
Manage the PM / DPM calendars and the program office long range calendar
Conduct weekly synchs looking ahead two months
Receive and assist guests to settle in that are seeing the PM / DPM
Track accounts and access, and ensure none lapse
Hard badges
Accesses at visit sites
Government credit card
Look for ways to improve the effectiveness and efficiency of the office, as well as things that might be specific to PM /DPM
Proactively (at least two full days in advance) de-conflict double bookings on calendar
Drive the schedule and shift it around as needed
If priorities are unclear, discuss with PM / DPM
Schedule 15 min between meetings, especially at the Pentagon (45-minute meetings are a good way to do this)
Protect calendar white space
Goal is two hours per day total, including lunch
Schedule nothing before 0830, after 1600, or 1200-1230 unless it is requested by a flag officer, SES, political appointee, or anyone else senior to PM / DPM
If this occurs, bring it to PM / DPM attention immediately
Schedule 45-minute transit times each way to / from the Pentagon
For program reviews, ensure the responsible PAPMs / Functional Lead conducts a prep session with PM / DPM, including review of slides, highlighting significant points, and listing items for PM / DPM to emphasize during the review
Schedule meetings within program, Team Sub, and NAVSEA within one business day of PM / DPM request
Schedule meetings with organizations outside of Team Sub and NAVSEA within 2-3 business days of request
Manage scheduling of interviews for Government hiring panels
Lead a weekly schedule and travel synch with PM / DPM
Post printed copies of schedules outside PM / DPM offices
Minimize back-and-forth travel around DC (e.g. WNYD to Pentagon more than once in a day)
Objective is one one-way trip per day
Determine when we are hosting (send invite) and when we are receiving invite
Discuss VTC vs in-person attendance with arranging scheduler; always ask if both are available
Get to “yes” for flag officer / SES requests
Understand and communicate uniform requirements
Ensure team is on time to meetings, PM / DPM included
During meetings, discreetly let the PM / DPM know five minutes before scheduled end time and at the scheduled end time
Create travel orders on behalf of the PM or DPM no later than three weeks of departure, sooner for large events (e.g. NDIA, Sub Tech Symposium, etc.)
Understand travel preferences, frequent flier accounts, etc.
Build digital travel book in Outlook to include: Calendar events for drive times, flights / trains, rental car pickup, hotel check in, etc. Orders, Itinerary, APACS, and/or Force Protection plans, Phone lists, Clearances submitted and verified
Create travel claims on behalf of PM / DPM within three business days of return
Track claims to completion
Resolve all DTS technical issues
Maintain PM / DPM bios
Maintain personal letters for promotions, recommendations, etc.
Generate personal notes after selection boards
Obtain read aheads at least one full business day prior to meetings
Add read aheads to OneNote, one tab per brief
For events with multiple read aheads, nest tabs under the agenda for the event
Understand and drive delivery of emails, reporting, etc. that the PM / DPM send
Prepare correspondence in accordance with Navy Correspondence Manual requirements within two business days of receipt
Ensure it is ready for PM / DPM review / signature
Track documents, ensure serialized, and distribute following signature
Provide a weekly status of documents in routing for PM / DPM / PEO / ED review / signature
For large documents, proactively reserve time on principal's calendar for review
Maintain official correspondence in accordance with Records Management requirements