MANAGEMENT ANALYST II

Management Analyst II / Executive Assistant

MIKEL is an innovative defense leader at the center of undersea technology and engineering services. Founded in 1999, MIKEL is a woman-owned small business that continues to support the U.S. Navy and help ensure undersea superiority for the Fleet. As we continue to grow our team, MIKEL is always looking for candidates that want to grow with us; learning new skills and expanding expertise while working at the cutting edge of defense technology.

MIKEL is currently seeking an Executive Assistant with PMS 401 experience. The ideal candidate will demonstrate exceptional reliability, preparedness, and professionalism. This role is critical to ensuring that daily schedules are executable, meetings are thoroughly prepared and read-ahead materials are distributed and reviewed in a timely manner.

The Executive Assistant plays a key role in shaping the effectiveness and reputation of the office. Excellence in schedule management, meeting preparation, and administrative execution fosters credibility with Navy, OSD, and congressional stakeholders. As such, the Chief of Staff, Executive Assistant, and administrative staff must be subject matter experts in the functions that support the Program Manager (PM) and Deputy Program Manager (DPM).

The successful candidate will proactively drive schedule execution, ensure engagements are conducted efficiently and on time, and rapidly adapt to schedule changes by coordinating adjustments and follow-up actions as needed.

Job Requirements:

• Getting parking and visitor access at the Pentagon and other travel sites
• Include a map and GPS address for unfamiliar sites
• Arranging executive motor pool
• VTCs, GVS, MS Teams, and conference rooms
• Arrange VTC set and comms checked 15 minutes before meetings
• Arrange set up for 30 min before meeting and extend one hour past planned meeting
• For reservations outside of our spaces, ensure the host knows we are coming, has the dial-in information, and sets up the meeting with the same timelines above
• CAC card resets and getting VIPs visit badges or CAC coded
• Parking for visitors
• Visit requests for people visiting us and for the PM / DPM visiting other commands
• Obtaining official passports
• Arranging off site meetings including the Gooding Center, 300 M Street, Maritime Plaza, SPA, etc

General duties:

• Know the front office staffs in NAVSEA and at Pentagon
• Get lists from Team Sub, OPNAV, and DoN
• Answer phones, take messages
• Manage the PM / DPM calendars and the program office long range calendar
• Conduct weekly synchs looking ahead two months
• Receive and assist guests to settle in that are seeing the PM / DPM
• Track accounts and access, and ensure none lapse
• Hard badges
• Accesses at visit sites
• Government credit card
• Look for ways to improve the effectiveness and efficiency of the office, as well as things that might be specific to PM /DPM

Schedule / calendar guidance:

• Proactively (at least two full days in advance) de-conflict double bookings on calendar
• Drive the schedule and shift it around as needed
• If priorities are unclear, discuss with PM / DPM
• Schedule 15 min between meetings, especially at the Pentagon (45-minute meetings are a good way to do this)
• Protect calendar white space
• Goal is two hours per day total, including lunch
• Schedule nothing before 0830, after 1600, or 1200-1230 unless it is requested by a flag officer, SES, political appointee, or anyone else senior to PM / DPM
• If this occurs, bring it to PM / DPM attention immediately
• Schedule 45-minute transit times each way to / from the Pentagon
• For program reviews, ensure the responsible PAPMs / Functional Lead conducts a prep session with PM / DPM, including review of slides, highlighting significant points, and listing items for PM / DPM to emphasize during the review
• Schedule meetings within program, Team Sub, and NAVSEA within one business day of PM / DPM request
• Schedule meetings with organizations outside of Team Sub and NAVSEA within 2-3 business days of request
• Manage scheduling of interviews for Government hiring panels
• Lead a weekly schedule and travel synch with PM / DPM
• Post printed copies of schedules outside PM / DPM offices
• Minimize back-and-forth travel around DC (e.g. WNYD to Pentagon more than once in a day)
• Objective is one one-way trip per day
• Determine when we are hosting (send invite) and when we are receiving invite
• Discuss VTC vs in-person attendance with arranging scheduler; always ask if both are available
• Get to "yes" for flag officer / SES requests
• Understand and communicate uniform requirements
• Ensure team is on time to meetings, PM / DPM included
• During meetings, discreetly let the PM / DPM know five minutes before scheduled end time and at the scheduled end time

Travel (when requested):

• Create travel orders on behalf of the PM or DPM no later than three weeks of departure, sooner for large events (e.g. NDIA, Sub Tech Symposium, etc.)
• Understand travel preferences, frequent flier accounts, etc.
• Build digital travel book in Outlook to include:
• Calendar events for drive times, flights / trains, rental car pickup, hotel check in, etc.
• Orders
• Itinerary, APACS, and/or Force Protection plans
• Phone lists
• Clearances submitted and verified

• Create travel claims on behalf of PM / DPM within three business days of return
• Track claims to completion
• Resolve all DTS technical issues

Document support / processing / correspondence:

• Maintain PM / DPM bios
• Maintain personal letters for promotions, recommendations, etc.
• Generate personal notes after selection boards
• Obtain read aheads at least one full business day prior to meetings
• Add read aheads to OneNote, one tab per brief
• For events with multiple read aheads, nest tabs under the agenda for the event
• Understand and drive delivery of emails, reporting, etc. that the PM / DPM send
• Prepare correspondence in accordance with Navy Correspondence Manual requirements within two business days of receipt
• Ensure it is ready for PM / DPM review / signature
• Track documents, ensure serialized, and distribute following signature
• Provide a weekly status of documents in routing for PM / DPM / PEO / ED review / signature
• For large documents, proactively reserve time on principal's calendar for review
• Maintain official correspondence in accordance with Records Management requirements

Coverage:

• Core work hours 0830-1600 M-F
• Telework authorized per NAVSEA / contractor telework policy and concurrence from PM / DPM

Work Location: Washington, DC

MIKEL offers a competitive salary and a comprehensive benefits package that includes Medical/Dental/Vision Insurance, Flexible Spending Account (FSA), 401k Retirement Plan, Life Insurance, Disability Insurance, Paid Time Off (PTO), and Tuition Reimbursement.

Department of Defense Secret Security