Executive Assistant

Executive Assistant

Nakupuna Prime is looking for an Executive Assistant to join our talented team providing administrative services to the Office of the Secretary of War (OSW) clients.

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.

• Provide expert-level administrative support for senior defense executives.
• Directly manage, maintain, and synchronize complex calendars and schedules of 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. Receive, coordinate, and respond to invitations received by the organization's senior personnel.
• Provide daily read-ahead information for the next day for the organization's senior personnel, detailing meetings and associated read-ahead materials, prior to the end of the duty day.
• Facilitate visitors. Coordinate parking and building access. Receive and escort high-level officials within the Pentagon and / or Mark Center. Ensure the office space is presentable for senior officials.
• Maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• Manage telephone communications, to include answering phones in timely manner, taking accurate messages, and referring calls to the appropriate individual or office within the organization.
• Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings held in conjunction with the organization's activities.
• Coordinate all official travel request for senior level officials ensuring full compliance with the Joint Travel Regulations (JTR). Coordinate transportation and prepare travel authorizations and vouchers with the Defense Travel System (DTS). Create reservations and assist with obtaining passport and visas for official travel. Ensure compliance with the Foreign Clearance Guide. Prepare visit and clearance requests, and reconcile travel expenses. Maintain accurate travel records and resolve any travel-related discrepancies.

Qualifications

Education / Qualifications :

Clearance Requirement : This position requires a range from Public Trust to Top Secret / SCI security clearance. Must be a U.S. citizen. Exact clearance requirement will be determined at task-order level.

Location : This position will provide in-person support at the Pentagon, Mark Center and at Nakupuna corporate office in Arlington, VA. Situational telework is permitted.

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 :