Senior Executive Assistant

Overview

Nakupuna Solutions is looking for a Senior Executive Assistant to join our team of talented consultants providing professional services to the Department of State, Office of the Procurement Executive.

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.

• Manage daily Front Office activities and maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• Plan and schedule meetings, receive visitors, and interact with the public through a customer-service, detail-focused, adaptive, and proactive approach in a fast-paced and publicly visible DoS organization.
• Independently and proactively transmit information, obtain and assemble data, prepare and review presentations, communicate inside and outside of the directorate, and deconflict calendar and event scheduling.
• Integrate support activities to ensure leadership is prepared for meetings and engagements on a routine basis and in a timely manner.

Process incoming requests and communications requirements to appropriately triage, address, and record internal and external correspondence.

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.

• Author, review, and edit drafts of notes, internal memoranda, and official correspondence. Track and maintain visibility on taskers and open actions based on inputs and guidance from senior staff in the office.
• Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the organization.

Interface with the public and guests visiting the organization. Greet and escort high-level officials.

• Ensure Front Office is presentable for senior defense officials. Remedy facility concerns and maintain adequate stockage of office supplies.
• Support the office’s security administration through facilitating security clearances and visit requests for personnel and visitors.
• Maintain electronic copies, and paper copies as directed by the Government, of all office documents such as letters, memoranda, reports, and briefings.
• Assist government personnel with official travel and logistical arrangements to accomplish mission requirements using the E2 system in compliance with the Joint Travel Regulations (JTR).
• Process incoming correspondence, including email and facsimile, to route communication to the appropriate individual in the office for response and action.

Qualifications

Education and Qualifications :

• Five (5) years of similar size and scope senior executive-level management and administrative experience.
• Ability to collaborate and deliver all services required by the contract in a high ops-tempo environment, coordinating between multidisciplined functions of internal and external organizations.
• A Bachelor’s degree in Business Administration, Accounting, Economics, Finance, Management, or related field from an accredited university is highly desirable.

Other degrees and certifications may be considered depending of years of experience.

Clearance Requirement : This position requires an active Secret security clearance. Must be a . citizen.

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.

The Nakupuna Companies are dedicated to fostering an inclusive work environment while providing reasonable accommodations to individuals with disabilities.

If you require special assistance or accommodations during your job application process, please contact