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Executive Assistant

4 months ago

Southeast, United States KMS Solutions, LLC Full time
Job DescriptionJob Description

Executive Assistant

Summary/objective:

KMS Solutions, LLC is seeking a highly motivated individual to serve as an Executive Assistant. This person will serve as an executive assistant to a Deputy Program Manager for a Navy Program Office. They will support all executive functions and provide some support to the Program Manager (PM) and Program Office. This position supports the In-Service Strategic Submarines Program Office (PMS 396) which is part of Naval Sea Systems Command (NAVSEA), Program Executive Office Strategic Submarines (PEO SSBN), and Team Submarine (TSUB).

Essential functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

  • Serves as executive assistant for the client, supporting one primary principal, the program office Deputy PM, and helping with support for another principal, the program office PM.
  • Review and route correspondence. Ensure all correspondence packages include all references and enclosures, route sheet is completed with required information. Ensure all corresponded is in accordance with the Navy Correspondence Manual.
  • Responsible for muster list, seating chart, Government Furnished Equipment (GFE) list, correspondence serial log, and admin folder on Microsoft Teams.
  • Responsible for onboarding, seating, and securing assets (laptops and phones) for civilian, military, and contractor personnel. Will distribute onboarding paperwork package with required forms and track completion.
  • Responsible for submitting and tracking account requests through the SAAR-N electronic tracker for personnel needing various account accesses (NMCI, NNPI, OTS, SIPR).
  • Responsible for submitting Transfer-Intro-Exit (TIE) forms for onboarding and seating new hires and using ARCHIBUS to maintain employee profiles, seating, and transfers.
  • Responsible for gaining new hires and updated employee information in Total Workforce Management System (TWMS).
  • Responsible for coordinating and preparing for TDY engagements, to include agenda development with meeting locations, travel binder with meeting documentation, and ensuring all required Defense Information System for Security (DISS) requests have been submitted.
  • Received, sorted, and distributed mail.

Required education and experience:

  • 5+ years of experience as executive assistant.
  • High comfort level working with and around clients and military organizations.
  • Bachelor's degree. Experience may be used in place of degree.

Preferred education and experience:

  • 10+ years as executive assistant.
  • Experience working within Naval Sea Systems Command and/or Team Submarine.
  • Experience working with Navy Program Offices.
  • Experience supporting senior military or civilian clients.

Competencies:

  • Must have excellent client interface skills.
  • Proficiency in Microsoft Office, specifically, Word, Excel, PowerPoint, Outlook, and Teams.
  • Must have great verbal and written communication skills.
  • Must be highly reliable with demonstrated personal initiative.

Additional eligibility requirements

Work authorization/security clearance requirements:

A Secret Clearance is required.

Other Duties:

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Supervisory Responsibility:

Position may be eligible for promotion to supervisory position. Position is not initially a supervisory position and had no supervisory responsibilities.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. Excellent listening skills are essential. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms.

Position Type/Expected Hours of Work:

The typical workday is eight hours in length. Some flexibility in hours is allowed, with concurrence from the supervisor. The employee must be available during the “core” work hours of 8:00 a.m. to 3:00 p.m. and must account for the hours in a pay period to maintain full-time status.

Telework:

This is position is primarily in office. 100% in-office is expected. Some ad hoc telework may be allowed, at the supervisor’s discretion.

Travel:

Up to 10% travel may be required to locations including, but not limited to, Washington, DC, Newport, RI; Kings Bay, GA; and Norfolk, VA

AAP/EEO Statement:

KMS Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

KMS Solutions is a drug free workplace.