Executive Assistant

Overview

Nakupuna Solutions is looking for a Executive Assistant to join our team of talented consultants providing professional services to the Office of the Assistant Secretary of Defense for Privacy, Civil Liberties, and Transparency (OATSD(PCLT)). The mission of OATSD(PCLT) is to enable the DoD mission through privacy and civil liberties protection, transparency, and independent, objective oversight.

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.

• Manage daily Front Office activities and maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• Support a nascent office and Senior DoD Leadership aligned to Critical Emerging Technologies (CET) with management analyst, business process improvement, and administrative support.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 OATSD(PCLT) 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.
• Directly manage, maintain, and synchronize complex calendars and schedules of OATSD(PCLT) 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.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.
• Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the OATSD(PCLT) organization. Interface with the public and guests visiting the OATSD(PCLT) 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 OATSD(PCLT) 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.
• Assists 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).
• Process incoming correspondence, including email and facsimile, to route communication to the appropriate individual in the office for response and action.
• This position’s roles and responsibilities are aligned as Key Personnel.

Qualifications

Education/Qualifications:

• B.A./B.S. Degree is required, or seven (7) years of executive assistance experience supporting senior level defense officials.
• 7 years of experience supporting Government or Military executives is strongly desired.
• Experience with and or working knowledge of Commercially Available Information (CAI) highly preferred.
•  Proficient mid-level skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, and use of office equipment is required.
• Excellent oral and written communication skills geared towards executives.
• 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 desired.

Clearance: This position requires an active TOP SECRET security clearance with SCI eligibility. 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 recruiting@nakupuna.com.