Senior Executive Assistant

Overview

Nakupuna Consulting is looking to hire a Senior Executive Assistant to join our team of talented consultants providing operational and strategic communications services to an Office of the Secretary of Defense (OSD) client.

Responsibilities

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Directly manage, maintain, and synchronize complex calendars and schedules of executive personnel. Proactively manage executive calendars with attention to accuracy, detail, and allocation of time to promote productivity. Recognize the need to resolve conflicts, orchestrate change, and reprioritize as appropriate.
• 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 DoD organization.
• Tactfully enforce front office standard operating procedures, templates, checklists, and guidance to ensure read ahead, read-out, and talking points for the directorate are prepared, assembled, and routed with accuracy and timeliness.
• Answer and maintain telephonic communications, to include: taking messages and referring calls to the appropriate individual or office within the organization, interface with guests visiting the organization and greet and escort high-level officials.
• Effectively communicates with internal and external stakeholders outside of the directorate,and deconflicts Senior Executive Service (SES) calendar and event scheduling.
• Maintain a professional work environment by knowing and following SES protocols.
• Maintain conference room calendars and assist with meeting set-up prior to include VTC equipment or bridge line.
• Integrate support activities to ensure leadership is prepared for meetings and engagements on a routine basis and in a timely manner. Process incoming requests and communications, including taskers and emails, to appropriately triage, address, and record internal and external correspondence and route communication to the appropriate individual in the office for response and action.
• Track and maintain visibility on taskers and open actions based on inputs and guidance from senior staff in the office.
• Remedy facility concerns and maintain adequate stockage of office supplies.
• Support the office's security administration through facilitating security clearances and visit requests for 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.

Qualifications

Skills/Qualifications:

• Associate Degree is desired. B.A./B.S. degree is preferred
• 5-10 years of experience supporting senior level officials.
• Previous Action Officer experience supporting SES executives is strongly desired.
• Former Senior Military (Noncommissioned/Commissioned Officer) preferred
• Proficient skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, SharePoint, and use of office equipment is required.
• Experience using CATMS or similar tasking tool is preferred.
• Excellent oral and written communication skills geared towards executives.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
• Experience in leading Action Officer coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations is strongly preferred.
• Ability to prioritize, multi-task, plan, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.
• Ability to analyze and think outside the box to resolve complex issues.

Clearance: This position requires an interim or active Secret security clearance. Must be a U.S. citizen.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• 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 working on a computer.

The Nakupuna Companies are dedicated to fostering an inclusive work environment while providing reasonable accommodations to individuals with disabilities. If you require special assistance or accommodations during your job application process, please contact [redacted].