Executive Assistant

KINAOLE SERVICE CENTER• Joint Base Pearl Harbor-Hickam, HI, US, HI

About The Position

The Office and Administrative Clerk will independently provide program support services as Office and Administrative Clerk in the support of NAVFAC Pacific, BD52 Branch.

Requirements

Ability to operate an electronic typewriter and computer.
Ability to learn, understand, and apply the requirements set forth in the Navy Correspondence Manual.
Ability to learn, understand, and apply the expectations regarding Navy correspondence, instruction, messages, and memorandums. Ability to use the correct format in communication.
Ability to understand the varied and advanced functions of one or more automated systems to produce a wide range of documents (Programs such as Inventory Manager, FEDEX, MS Teams, MS Office).
Knowledge of office automation systems and programs used for graphs, tables, and charts.
Ability to learn, understand, and apply the specialized Navy terminology and acronyms, the organization’s mission, and the roles of coworkers in order to type materials, receive and screen phone calls and visitors, and maintain files.

Responsibilities

Perform a variety of administrative and clerical support functions.
Maintain electronic and/or hard copy office files. Perform filing duties, retrieve data or documents from files upon request.
Utilize programs such as Microsoft Office Suite (Word, Excel, PowerPoint, Access and Outlook) and other software applications to create, copy, edit, store, send and print a variety of standardized documents.
Gather, input, manage, and maintain data, records and referenced materials.
Compile/track data to create reports and program information.
Provide administrative assistance on various projects and special reports.
Shall be versed in broad-based and enterprise data management principles and readily adopt the experience to assist with data gathering, analysis, management, and report generation.
Provide administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Conduct basic research and collect data, prepare documents such as standard correspondence, and/or reviews data accuracy.
Prepare written summary of findings following the data collection effort for Government personnel.
Reviews technical reports, project data, business documentation, business processes, deliverables, and other planning documents to ensure compliance with requirements for Government personnel analysis.
Prepare agendas, meeting notes and presentation material.
Coordinate with all Government personnel to arrange meetings and training sessions.
Assists with preparations for briefings/conferences; prepare and deliver briefs and necessary documentation to Government personnel.
Provide written status updates of deliverables and other data to Government personnel.
Perform other administrative duties as assigned.
Ability to apply Navy correspondence guidelines when drafting correspondence.
Serve as the primary administrative point of contact for the executive/front office; receive, screen, and route incoming calls, visitors, and correspondence using tact, discretion, and knowledge of leadership priorities.
Exercise primary control over assigned executive calendars; schedule, deconflict, cancel, and reschedule meetings; establish priorities for emerging issues; and provide daily updates on meetings, events, and commitments.
Maintain and track suspense items, taskers, and action packages; follow up with appropriate staff to ensure timely completion and provide status updates to Government leadership.
Monitor and control the flow of written communications through the executive office; screen publications, reports and correspondence to identify items requiring leadership attention.
Coordinate logistical arrangements for official Command events including meetings, All Hands briefings, VIP visits, award ceremonies, retirements, change-of-command events, and conferences; ensure proper military protocol and forms of address are observed.
Maintain executive continuity materials including biography books, recall rosters, organizational contact directories, and official social rosters.
Prepare letters of commendation, appreciation, condolence, and routine executive correspondence for signature in accordance with Navy Correspondence Manual standards.
Initiate, coordinate and process official travel arrangements in DTS; prepare details itineraries and ensure travel authorizations and vouchers comply with Navy and local policy.
Coordinate administrative requirements related to military personnel matter (e.g., fitness report scheduling, awards processing, official ceremonies) in support of Government personnel.
Maintain command-level administrative reference files and ensure records management complies with applicable Navy records management policies.
Coordinate with Public Affairs or other offices, as required, for official events and executive engagements.
Exercise sound judgement in determining which matters may be handled administratively and which require escalation to Government leadership.