Executive Assistant

Overview

Job Summary

Tutulu, LLC is looking for an enthusiastic, well-qualified individual to fill the Tier 2 SES Executive Assistant position and to join our team of qualified, diverse individuals. This position's primary responsibility is to provide scheduling management, assist with travel, tracking of action items, and coordination between other senior level staff and admins. This position might guide and advise less-experienced assistants.

• Serve as first line/main POC for accepting invitations, scheduling/coordinating meetings, and overall calendar management for the DASA (e.g., resolving conflicts, submitting RSVPs, ensuring all stakeholders are involved, etc.).
• Collect/manage RAHs and prepare the DASA's daily Battle Book.
• Assist XO with ETMS2 tasks, as requested. Manage tasks when XO is out of office.
• Coordinate travel/complete vouchers for DASA in DTS.

• Assist XO with In-processing/Out-processing/Transitioning (e.g., changes in position, promotions, etc.) once XO has processed the appropriate paperwork (see Front Office SOP One Note for breakdown of specific in-processing/out-processing/transitioning duties).
• Manage MISC Front Office action items in the Action Tracker. Review during next week's and long-range planning meetings.
• Serve as main/first POC for answering phone calls and greeting/escorting visitors.
• Lead daily huddles and next week's/long-range planning meetings with the Front Office.
• Manage contact rosters and org charts.
• Coordinate front office and team events, logistics for DASA's speaking engagements/conferences, etc.
• Maintain budget for Front Office incidentals on a monthly basis or as needed.
• Complete other administrative support actions as needed: mailing items, dining hall reservations/account set-up, parking and visit requests for visitors/meeting attendees, etc.

• Manage all telework agreements/training and property passes for the DASA(SAR) front office and larger organization to ensure accuracy/currency.
• Assist with managing DASA's/organization's training requirements if requested/if needed when XO is out office.

• Manage both the Front Office SOP and DASA(SAR) Team One Notes (i.e., Standard Operating Procedures (SOPs)) for the Front Office and larger organization) to ensure information related to EA portfolio is current and accurate (e.g., SOPs/templates/resources related to meeting requests, RAHs, dining reservations/accounts, etc.). Communicate changes to front office and larger organization, as needed.
• Participate in all meetings related to scheduling

Responsibilities

• High School diploma
• 3-5 years of paid experience related to administrative support; executive level support and Army experience strongly preferred
• Experience working in DoD preferred
• Expertise with Outlook, Microsoft Office products

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Paid Parental leave
• Tuition reimbursement
• Paid federal holidays

Security Clearance

• Must be a U.S. Citizen.
• A high-level Department of Defense active security clearance is/may be required for this position. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information

Physical Requirements

Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner and that may include lifting up to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Tutulu, LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. We deliver professional services in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services.

Leveraging over 30 years of experience supporting both federal and commercial markets, our team brings innovative expertise to complex IT challenges, delivering solutions across the globe.

Galapagos Federal Systems LLC is an equal opportunity employer.

Our service commitment is simple: "Quality IT Solutions... On Time & On Budget."

Tutulu, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Tutulu, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

Posted Salary Range

USD $90,000.00 - USD $100,000.00 /Yr.