Senior Executive Assistant

Nakupuna Companies•Arlington, VA

18h

About The Position

Nakupuna Companies is seeking a Senior Executive Assistant to support a client of the Office of the Secretary of War (OSW). The role provides direct support to senior executives in the Department of War (DoW), managing correspondence, Front Office activities, scheduling, task tracking, visitor interactions, security administration, document records, and travel logistics. The position calls for an expert communicator who can work independently, adapt to competing priorities, and maintain a professional, customer-focused environment in a fast-paced and publicly visible DoD organization. The position requires a Bachelor’s Degree in a related area, 5–10 years of program management experience supporting the planning, development, and execution of major programs within DoW (preferably OSW), an active Secret security clearance, and U.S. citizenship. The projected annual compensation range is $110,000 to $120,000.

Requirements

Bachelor’s Degree in a related area.
5–10 years of program management experience responsible for supporting the planning, development, and execution of major programs within DoW; preferably within OSW.
Active Secret security clearance.
U.S. citizenship.
Extensive knowledge of CATMS and DoW correspondence procedures, including experience routing and staffing packages within DoW.
Ability to work effectively in a fast-paced environment with changing priorities, tight deadlines, and competing requirements.
Strong organizational, planning, and time management skills.
Proficiency with Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, and office equipment.
Ability to write clear, concise, and articulate correspondence 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, problem solve, and adapt in a fast-paced strategic environment under minimal supervision.
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.

Nice To Haves

10+ years of experience supporting Government or Military executives is strongly desired.
Familiarity with DoD 5110.4-M, “Manual for Written Material,” is strongly desired.
Program management experience within OSW is preferred.

Responsibilities

Process incoming correspondence, including email and facsimile, and route communications to the appropriate office personnel for response and action.
Author, review, and edit notes, internal memoranda, and official correspondence.
Track taskers and open actions using inputs and guidance from senior office staff.
Manage daily Front Office activities and follow Senior Executive Service (SES) protocols to maintain a professional work environment.
Plan and schedule meetings, receive visitors, and interact with the public using a customer-service-oriented, detail-focused, adaptive, and proactive approach.
Transmit information; obtain and assemble data; prepare and review presentations; communicate within and outside the directorate; and deconflict calendars and event schedules.
Coordinate support activities so OSW leadership is prepared for meetings and engagements in a timely manner.
Triage, address, and record internal and external requests and correspondence requirements.
Answer and maintain telephone communications, take messages, and refer calls to the appropriate person or office within OSW.
Interface with the public and visiting guests; greet and escort high-level officials.
Keep the Front Office presentable for senior defense officials, address facility concerns, and maintain adequate office supplies.
Support office security administration by facilitating security clearances and visit requests for OSD personnel and visitors.
Maintain electronic copies and, as directed by the Government, paper copies of office documents, including letters, memoranda, reports, and briefings.
Assist government personnel with official travel and logistical arrangements using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR).