Executive Assistant

Overview

Nakupuna Prime is looking for an Executive Assistant to support a Navy customer at the Pentagon. This position is 100% on-site. The ideal candidate is detail oriented, excels at multi-tasking, and is a top-notch communicator.

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.

• Maintain daily liaison with Flag and SES level managers; provide executive level administrative support; receive and process incoming correspondence, reports, and instructions; implement and maintain an information system for control of all related program office documentation.
• Handle classified material and documents of varying security classifications in accordance with the security classification manual or DoD or DON security documentation.
• Prepare draft responses to actions in a variety of formats including email, internal memoranda, and official correspondence using congressional or DON and DoD formats.
• Conduct director-level action item tracking. Coordinate with directors and external agency personnel to facilitate completion of action items.
• Utilize DON correspondence tracking systems (e.g., ETMS2) to manage all SECNAV, OSD, and other external organizational taskers to include but not limited to Congressional taskers, instructions, notices, manuals, and acquisition correspondence.
• Draft briefings and concept papers by compiling data and coordinating inputs.
• Schedule and manage internal and external meetings, teleconferences, and program reviews.
• Manage and maintain quality control of official files and shared online library, in accordance with DON guidelines.
• Prepare DTS travel, daily binders, and daybooks for senior executives.
• Manage all aspects of onboarding and the checkout of personnel to include permanent staff, rotational staff, and visitors.
• Track key IT assets for respective offices.
• Assist with escort requirements.
• Assist with the planning and coordination of official Navy ceremonies.

Qualifications

Skills/Qualifications: The ideal candidate is familiar and has experience with the following technical knowledge, skills, and abilities:

• Outstanding verbal and written communication skills.
• Self-motivated and self-monitoring, exceptional oral and written communications, and ability to multi-task.
• Excellent organizational skills and attention to detail.
• Working knowledge of ETMS2 and DTS policies and procedures.
• Experience editing technical documents to ensure proper format, grammar, and style.
• Highly proficient in Microsoft Office Suite, including Word, PowerPoint, and Excel.
• Correspondence management experience is preferred.

Education and Experience: This position requires a high school diploma and four years of administrative experience. Experience supporting SES and the Department of Navy is preferrable.

Clearance: Active Secret. Must be a U.S. citizen.

Location: Work is performed on-site at the Pentagon, Arlington, Virginia.

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.