Senior Executive Assistant

DESCRIPTION OF RESPONSIBILITIES :

Assist / facilitate preparation of program documentation tailored to intended audiences. Program documentation may be recurring or ad-hoc.

Examples of program documentation include briefings, executive summaries, white papers, issue papers, reports, assessments, studies, analyses, reclamas, e-mails, charts, graphics, spreadsheets, multimedia presentations, diagrams, surveys, metrics, and Naval messages.

The candidate will provide administrative support for the assigned Government organization. Examples of support functions and associated requirements are : a) Provide support to manage action items by Establishing, implementing, managing, and maintaining action tracker tools to support requirementsb) Provide calendar support through maintaining up-to-date and accurate appointments, events, office, and conference and conference room calendars.

c) Serving as the point of contact authorized to schedule and reserve assigned conference rooms in accordance with local procedures.

• Perform clerical duties, to include assisting with the successful management which involves activities such as : Gathering inputs for data calls, drafting responses and revising data call responses to be reviewed by Government officials.
• Provide meeting support, which involves activities such as : a) Documenting meeting minutes as assigned by the meeting planner.

This support shall include coordination of the meetings, drafting agendas, setup and operation of Video Teleconferencing (VTC) equipment and other audio-visual equipment, taking minutes, and finalizing and distributing those minutes as directed within the schedule established by the requestor.

b) Coordinating meetings, notifying participants, providing agendas, directions, and arranging for appropriate equipment / services.

The arrangements shall be made in accordance with the procedures and schedule set by the requestor.

• Provide support for mail-related functions, which involves activities such as : Receiving, opening, reviewing, and routing mail, and preparing documents for distribution, including proper addressing and postage to support the assigned Government organization.
• Provide records management support, which involves activities such as : Collecting, organizing, filing, and retrieving documentation such as reports, correspondence, messages, meeting minutes, memos and other documentation filed in accordance with SECNAV Manual-5201.
• 2 Records Management Program and local directives and procedures;
• Provide support for e-mail management, which involves activities such as : Copying, summarizing, and routing e-mail traffic to designated government personnel within one hour of receipt for the assigned Government organization to support the PEOs, DPEOs, and leadership team;
• Monitoring the SIPRNET / NIPRNET for urgent message traffic, and receive and route such traffic to the recipient within 15 minutes as directed within the TO;

Drafting messages in the correct format for release.

Provide travel support for the assigned Government organization : Coordinate and schedule official travel plans in accordance with the Defense Travel System (DTS) governance.

An example of a support function includes arranging transportation, lodging, and rental car reservations for travelers and filing final vouchers.

Other duties as assigned by Supervisor.

REQUIRED DEGREE / EDUCATION / CERTIFICATION :

Master’s Degree Plus Ten (+10) years’ experience. Substitution : Bachelor’s Degree plus four (4) years of additional relevant work experience for total of 14 years’ experience

REQUIRED SKILLS AND EXPERIENCE :

• Specialized administrative support experience with a Navy acquisition program or related / comparable administrative support experience with Department of Defense (DoD) agencies.
• Experience applying the Navy Correspondence Manual to assigned duties.
• Excellent oral and written skills.
• Excellent critical thinking skills.
• Proficient in Microsoft applications such as Word, Excel, PowerPoint, and Outlook. (Microsoft Office 365 Suite, DON Tracker, and Defense Travel System (DTS)).
• Ability to work independently and as a team member.
• Ability to learn and apply administrative support concepts to assigned duties.

REQUIRED CITIZENSHIP AND CLEARANCE :

• Must be a U.S. Citizen.
• Active SECRET clearance required.

The Alaka ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries.

Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement;

paid time off; and 11 paid holidays.