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Correspondence Operations Supervisor

2 months ago

Alexandria, Virginia, United States Na Ali'i Consulting & Sales, LLC. Full time
Overview

Na Ali'i Consulting & Sales, LLC is seeking a Correspondence Manager to enhance our professional services for the Office of the Secretary of Defense (OSD).

Key Responsibilities

The following outlines the essential functions for this role, although additional tasks may be assigned as necessary:
  • Oversee the processing of incoming communications, including electronic and facsimile messages, ensuring they are directed to the appropriate personnel for timely response and action.
  • Draft, review, and refine internal notes, memoranda, and official correspondence, while tracking and managing tasks based on directives from senior staff.
  • Coordinate daily operations of the Front Office, maintaining a professional atmosphere in accordance with Senior Executive Service (SES) standards.
  • Organize and schedule meetings, welcome visitors, and engage with the public, employing a customer-service-oriented approach in a dynamic and visible defense environment.
  • Independently manage information dissemination, data compilation, presentation preparation, and calendar coordination to facilitate effective communication within and outside the directorate.
  • Ensure OSD leadership is well-prepared for meetings and engagements by integrating support activities and managing incoming requests efficiently.
  • Maintain and synchronize complex calendars for OSD executives, ensuring accuracy and effective time management to enhance productivity.
  • Handle telephonic communications, including message-taking and directing calls to the appropriate office, while greeting and escorting high-level visitors.
  • Ensure the Front Office is presentable for senior officials, addressing facility concerns and maintaining adequate office supplies.
  • Assist with security administration by facilitating security clearances and visit requests for personnel and guests.
  • Maintain organized electronic and paper records of all office documents, including letters, reports, and briefings.
  • Support official travel and logistical arrangements for government personnel, ensuring compliance with travel regulations.
Qualifications

Education and Experience:
  • B.A./B.S. Degree is required, or seven (7) years of experience in executive assistance for senior defense officials.
  • Minimum of 1 year of experience with Correspondence and Task Management Systems (CATMS) is required.
  • At least 3 years of experience supporting Government or Military executives is preferred.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe, and standard office equipment.
  • Exceptional oral and written communication skills tailored for executive-level interactions.
  • Proven ability to produce clear, concise, and articulate correspondence with a strong focus on quality and detail.
  • Strong interpersonal and customer service skills that promote teamwork and positive relationships.
  • Familiarity with coordination processes for preparing reports, briefings, and presentations is essential.
  • Ability to prioritize tasks, manage multiple responsibilities, and adapt in a fast-paced environment with minimal supervision.
  • Knowledge of the DoD Manual for Written Material is desirable.
Clearance Requirement: This position necessitates an active Secret security clearance and U.S. citizenship.

Physical Requirements: The ideal candidate must be able to meet the following physical demands of the role, with or without reasonable accommodation:
  • Capability to perform repetitive motions with hands and fingers.
  • Able to engage in audible communications during emergencies.
  • Capacity to sit for extended periods while working at a desk and using a computer.