Senior Executive Assistant

Overview

Nakupuna Federal is seeking a senior-level Executive Assistant to join our team of talented consultants providing professional services to the Naval Supply Systems Command – Weapon Systems Support (NAVSUP WSS). This individual will directly support the front office at NAVSUP WSS in Philadelphia.

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.

• Assist in maintaining and updating NAVSUP Instructions, following the Department of the Navy (DON) Correspondence Manual, that are under the purview of NAVSUP WSS.
• Prepare reports and briefings for Senior Management in support of NAVSUP WSS staff.
• 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 NAVSUP WSS key personnel directory, tracking and distributing taskers from official electronic systems, processing visits requests for NAVSUP WSS 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 NAVSUP WSS’s Front Office. Manage action item tracking database and reports.
• 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, router, and mail 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.
• Coordinate conference room support; duties include operating audio/visual equipment, providing technical assistance and Video Teleconferencing (VTC) for NAVSUP WSS for classified and unclassified meetings.
• Prepare visit request documentation for all Government employees to include utilizing Defense Information System for Security (DISS).
• Organize material, perform data analytics, and completes 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.
• Update tracking systems with information from weekly correspondence update meetings.
• Transmit daily and weekly reminder emails to personnel (and their supervisors) with assigned actions specifically highlighting overdue and imminent action items.
• Provide services to develop read-ahead materials, coordinate and provide presentations.
  
  

Qualifications

Skills/Qualifications: The ideal candidate must be 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:

• Bachelor’s degree required.
• Five (5) years of professional experience performing executive administrative duties
• Professional experience utilizing Microsoft Office suite of tools
  
  

Location: Philadelphia, Pennsylvania

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.