Executive Coordinator (Veterans Encouraged to Apply) Jobs

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 include:

• Providing expert-level administrative support for senior defense executives.
• Directly managing, maintaining, and synchronizing complex calendars and schedules of executive personnel. Proactively managing executive calendars with attention to accuracy, detail, and allocation of time to promote productivity. Recognizing the need to resolve conflicts, orchestrate change, and reprioritize as appropriate. Receiving, coordinating, and responding to invitations received by the organization's senior personnel.
• Providing 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.
• Facilitating visitors. Coordinating parking and building access. Receiving and escorting high-level officials within the Pentagon and/or Mark Center. Ensuring the office space is presentable for senior officials.
• Maintaining a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• Managing telephone communications, to include answering phones in a timely manner, taking accurate messages, and referring calls to the appropriate individual or office within the organization.
• Planning, coordinating, and confirming logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings held in conjunction with the organization's activities.
• Coordinating all official travel requests for senior level officials ensuring full compliance with the Joint Travel Regulations (JTR). Coordinating transportation and preparing travel authorizations and vouchers with the Defense Travel System (DTS). Creating reservations and assisting with obtaining passport and visas for official travel. Ensuring compliance with the Foreign Clearance Guide. Preparing visit and clearance requests and reconciling travel expenses. Maintaining accurate travel records and resolving any travel-related discrepancies.

Qualifications:

• High School diploma required.
• 2+ years of experience required.
• Bachelor's or Associate degree preferred.
• Experience providing executive-level administrative support is required.
• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, etc.).
• Experience coordinating government travel, including knowledge of DTS and JTR, is preferred.
• Excellent oral and written communication skills geared towards executives.
• Demonstrated ability to write clear, concise, and articulate communication 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.
• Department of War experience is preferred with OSW experience highly desirable.

Clearance Requirement: This position requires a Top Secret/SCI security clearance. Must be a U.S. citizen. Location: This position will provide in-person support five days a week at the Pentagon and/or Mark Center. 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.

Group ID: 90957987