Senior Executive Assistant

Nakupuna Companies•Arlington, VA

5d•Onsite

About The Position

Nakupuna Companies is seeking a Senior Executive Assistant to provide support to a client within the Office of the Secretary of War (OSW). This role requires an expert communicator adept at working with and directly supporting senior executives in the Department of War (DoW). The position involves managing daily front office activities, processing correspondence, tracking taskers, planning meetings, and ensuring leadership is prepared for engagements. The ideal candidate will maintain a professional work environment, interface with the public and high-level officials, and support office security and administrative functions. This role also includes assisting with official travel arrangements using the Defense Travel System (DTS).

Requirements

Extensive knowledge of CATMS and DoW correspondence procedures, including prior experience in routing and staffing packages within the DoW.
10+ years of experience supporting Government or Military executives is strongly desired.
Ability to work effectively in a fast-paced environment with changing priorities.
Demonstrated ability to work in a fast-paced, dynamic environment with tight deadlines and competing requirements.
Strong organizational, planning, and time management skills.
Proficient skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, and use of office equipment is required.
Demonstrated ability to write clear, concise, and articulate correspondence 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.
Familiarity with DoD 5110.4-M, “Manual for Written Material” is strongly desired.
A Bachelor’s Degree in a related area.
5-10 years of program management experience responsible for support planning, developing, and executing major programs within the DoW, preferably within OSW.

Nice To Haves

Extensive knowledge of CATMS and DoW correspondence procedures, including prior experience in routing and staffing packages within the DoW.
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.
Preferably within OSW.

Responsibilities

Process incoming correspondence, including email and facsimile, to route communication to the appropriate individual in the office for response and action.
Author, review, and edit drafts of notes, internal memoranda, and official correspondence.
Track and maintain visibility on taskers and open actions based on inputs and guidance from senior staff in the office.
Manage daily Front Office activities and maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
Plan and schedule meetings, receive visitors, and interact with the public through a customer-service, detail-focused, adaptive, and proactive approach in a fast-paced and publicly visible DoD organization.
Independently and proactively transmit information, obtain and assemble data, prepare and review presentations, communicate inside and outside of the directorate, and deconflict calendar and event scheduling.
Integrate support activities to ensure OSW leadership is prepared for meetings and engagements on a routine basis and in a timely manner.
Process incoming requests and communications requirements to appropriately triage, address, and record internal and external correspondence.
Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the OSW organization.
Interface with the public and guests visiting the organization.
Greet and escort high-level officials.
Ensure Front Office is presentable for senior defense officials.
Remedy facility concerns and maintain adequate stockage of office supplies.
Support the office’s security administration through facilitating security clearances and visit requests for OSD personnel and visitors.
Maintain electronic copies, and paper copies as directed by the Government, of all office documents such as letters, memoranda, reports, and briefings.
Assist government personnel with official travel and logistical arrangements to accomplish mission requirements using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR).