Office Management Executive

2 weeks ago

Arlington, Virginia, United States Nakpuna Solutions Full time

Position Title: Executive Assistant (Veterans Encouraged to Apply)

Job ID: Not Specified

Category: Administrative/Clerical

Type: Full-Time Salaried

Overview:

Nakupuna Consulting is seeking a dedicated Executive Assistant to become an integral part of our team, providing essential support to the Office of the Secretary of Defense (OSD) Cost Assessment and Program Evaluation (CAPE). The CAPE mission focuses on delivering timely, insightful, and impartial analysis regarding resource allocation and cost estimation challenges, ensuring the optimal portfolio of military capabilities through the efficient use of taxpayer funds.

Key Responsibilities:

  1. Oversee daily Front Office operations while adhering to Senior Executive Service (SES) protocols to maintain a professional atmosphere.
  2. Coordinate and organize meetings, welcome visitors, and engage with the public through a customer-centric, detail-oriented, and proactive approach in a dynamic DoD environment.
  3. Independently manage information flow, gather and compile data, prepare and review presentations, and effectively communicate within and outside the directorate.
  4. Ensure CAPE leadership is well-prepared for meetings and engagements by integrating support activities and processing incoming requests efficiently.
  5. Maintain and synchronize complex calendars for CAPE executives, managing time allocation to enhance productivity while resolving scheduling conflicts as needed.
  6. Draft, review, and edit various forms of correspondence, including notes and internal memoranda, while tracking and managing taskers and open actions.
  7. Handle telephonic communications, including message-taking and directing calls to the appropriate personnel within the CAPE organization.
  8. Ensure the Front Office is well-presented for senior defense officials and manage office supplies effectively.
  9. Support security administration by facilitating security clearances and visit requests for CAPE personnel and guests.
  10. Maintain both electronic and paper records of all office documents as directed by the Government.
  11. Assist government personnel with travel and logistical arrangements in compliance with relevant regulations.
  12. Process incoming correspondence to route communications appropriately for timely responses.

Qualifications:

Education: A Bachelor’s degree is required, or a minimum of seven years of executive assistance experience supporting senior defense officials.

Experience: A minimum of 7 years supporting Government or Military executives is highly preferred.

Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe, and office equipment is essential. Exceptional oral and written communication skills tailored for executive-level interactions are required.

Demonstrated ability to produce clear, concise, and articulate correspondence with a strong focus on quality control and detail is necessary. Strong interpersonal skills and a commitment to fostering teamwork and positive relationships are crucial.

Familiarity with coordination requirements for preparing reports, briefings, and presentations is beneficial. The ability to prioritize, multitask, and adapt in a fast-paced environment with minimal supervision is essential.

Clearance Requirement: An active Secret security clearance is required. U.S. citizenship is mandatory.

Physical Requirements: Candidates must be able to perform repetitive motions with hands and engage in audible communications during emergencies. The ability to sit for extended periods while working on a computer is also necessary.

Nakupuna Companies is committed to fostering an inclusive work environment and providing reasonable accommodations for individuals with disabilities. We are an equal opportunity employer dedicated to hiring a diverse workforce.

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