Senior Executive Assistant Job at Nakupuna Consulting in Washington

Nakupuna Consulting is seeking a senior-level Executive Assistant to join our team of talented consultants providing professional services to the senior leadership. This individual will work with a team DoD client. Senior Executive Assistant Job Locations US-DC Metro Area Job ID 2024-4934 Category Administrative/Clerical Type Full-Time Salaried Company Nakupuna Consulting Overview Nakupuna Consulting is seeking a senior-level Executive Assistant to join our team of talented consultants providing professional services to the senior leadership. This individual will work with a team DoD client. Responsibilities The following reflects management's definition of essential functions for this position. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. Assist in maintaining and updating instructions manuals, following the Department of the Navy (DON) Correspondence Manual. Prepare reports and briefings for Senior Management. Coordinate, schedule and participate in meetings, forums and other activities/events to include drafting agendas, sending meeting invites, recording meeting minutes and actions. Perform clerical duties and errands, such as sorting and sending mail, updating the key personnel directory, tracking and distributing taskers from official electronic systems (e.g. ETMS2), processing visits requests for staff, welcoming visitors, answering phone calls, taking and delivering messages, among others. Maintain files and apply records management guidelines in accordance with DON policy and directives. Update paperwork, maintain documents, create and submit correspondence packages routed to a variety of internal and external stakeholders. Collect, compile, input, and analyze information and generate reports for complex administrative projects requiring technical analysis and input from various segments of the organization. Provide program management, financial and administrative support to Front Office. Manage action item tracking database and reports. Attend Administrative Officer and Corporate Operations conferences and working groups, teams and meetings. Provide administrative services to include, but not limited to, reception and message services, events coordination to include site planning, and guest/logistics support. Coordinate meetings, adjudicate schedule conflicts, and provide meeting minutes and agendas. Package Naval correspondence; formatted, revised, processed, routed, and mailed unclassified and classified correspondence. Additional duties include distributing, faxing, reviewing, editing, and filing correspondence. Package military and civilian awards; create, format, revise, route, and deliver. Prepare Continental United States (CONUS) and Outside Continental United States (OCONUS) travel arrangements and travel reimbursement requests for approval using DTS for designated Government personnel. Coordination of travel arrangements includes preparing foreign travel requests and Anti-Terrorism/Force Protection (AT/FP) Plans. Review travel orders and vouchers for accuracy prior to approval. Coordinate conference room support; duties include operating audio/visual equipment, providing technical assistance and Video Teleconferencing (VTC) for classified and unclassified meetings. Prepare visit request documentation for all Government employees to include utilizing Defense Information System for Security (DISS). With the appropriate technical oversight of officials, draft Standard Operating Procedures (SOPs), annually review and update as appropriate. Organize material, perform data analytics, and complete writing assignments according to set standards regarding clarity, conciseness, style, and terminology. Review and edit material prepared by other writers and recommend revisions or changes in scope, format, and content. Assist/lead with preparing briefing material for leadership. Review, format and route correspondence for signature. Input new action items in appropriate tracking system & mark complete the reviewed items via Program Office letters. Locate/retrieve/reproduce and distribute documents. Update tracking systems with information from weekly correspondence update meetings. Coordinates with department heads to obtain a thorough understanding of the correspondence products and requirements. Assign and track action items on a daily basis using email and official web-based applications such as integrated development environment (IDE), e.g., SharePoint site. Review action item responses for proper content and format, and to ensure that necessary approvals are obtained. Transmit daily and weekly reminder emails to personnel (and their supervisors) with assigned actions specifically highlighting overdue and imminent action items. Produce quarterly metrics related to action item status, maintain a filing system of incoming and outgoing action items, and updating the filing system weekly. Arrange, coordinate, and support Office of the Admiral/Executive Director, Chief of Staff, and Chief Financial Officer sponsored meetings. Provide administrative support including maintenance of the Executive Director filing system and calendars, letter and brief sheet preparation, management of supply orders, training certification completion tracking, and briefing preparation. Draft, revise, log, and maintain office correspondence. Assist in coordinating All Hands Meetings. Provide professional technical and programmatic assistance to support efforts in transformation efforts. Coordinate engagements with Naval Staff, Systems Commands (SYSCOM), and Program Executive Offices (PEO), interfacing with client leads to include Flag and Senior Executive Service personnel. Provide tours of the NTO War Room to high level officials such as members of the U.S. Congress, Congressional Professional Staff Members, high-level Executives from Industry, Assistant Secretaries of the Navy, the Chief of Naval Operations (CNO), the Vice-CNO, and various other Flag Officers within the Department of Defense. Provide executive level program management support, technical advice and strategic guidance to plan, coordinate, implement and track change initiatives across acquisition and sustainment workforce, including Naval SYSCOMs, PEOs, and DRPMs. Create and/or update databases and spreadsheet-analysis data in electronic formats compatible with web-based document sharing initiatives in support of Naval Sustainment Systems-Shipyards (NSS-SY) programs to include, but is not limited to, availability planning, availability duration estimation, shipyard capacity, execution status, and financial and budget status. Provide services to develop read-ahead materials, coordinate and provide presentations. Qualifications Skills/Qualifications: The ideal candidate is able to multi-task, is highly organized, has great attention to detail, and has some data analysis skills. Specifically, the ideal candidate will be familiar with and have experience with the following technical knowledge, skills, and abilities: Professional experience utilizing Microsoft Office suite of tools DoD acquisition lifecycle processes Education and Experience: Bachelor's degree in lieu of degree eight (8) years of professional experience in an administrative assist role. Location: 5 days onsite at the Washington Navy Yard. Clearance Requirements: Must be a U.S. Citizen with the ability to obtain a government-issued CAC and possess a Secret clearance. 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 recruiting@nakupuna.com. #J-18808-Ljbffr