The Alaka`ina Foundation Family of Companies (FOCs) has a need for an Executive Assistant to provide support to the Naval Information Warfare Systems Command’s (NAVWAR’s) Program Executive Office (PEO) for Manpower, Digital out of the National Capital Region (NCR).

The PEO MLB program encompasses Administrative, Total Force Management Support, and Corporate Communications & Public Affairs Support, Command Operations, and Support, and IT Management Support services.

DESCRIPTION OF RESPONSIBILITIES:

• Administrative Support: provide administrative support for the assigned Government organization.
• Provide support to manage action items which involves: Establishing, implementing, managing, and maintaining action tracker tools and action items in designated tools to track action item due dates, distribute notifications before action items are due, and ensure due dates are met.
• Provide calendar support, which involve activities such as: Serving as the point of contact authorized to manage and maintain up-to-date and accurate appointments, events, office, and conference and conference room calendars, major program and project due dates, and other activities as directed.
• Perform clerical duties, to include assisting with the successful management of the assigned Government organization, which involves activities such as:
  • Gathering inputs for data calls, drafting responses and revising data call responses to be reviewed by Government leadership.
  • Manage, organize, inventory, and maintain office supplies and equipment at adequate levels; prepare and present a required office supplies list to authorized ordering personnel as directed within the TO;
  • Ensuring all printers, copiers, and facsimile machines are stocked with toner and paper; clear paper jams upon identification; coordinate office equipment repair and support services as directed.
• Provide meeting support, which involves activities such as: Coordination of meetings, notifying participants, drafting agendas, arranging for appropriate equipment/services, 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
• Provide support records management in accordance with DON and local directives; which involves activities such as:
  • Collecting, organizing, filing, and retrieving documentation such as reports, meeting minutes, memos and other documentation filed in accordance with SECNAV Manual Records Management Program and local directives and procedures.
  • Reviewing files to purge obsolete documents, preparing destruction certificates, assisting with the destruction of records and emptying classified shredders accordance with local security protocols and SECNAV Manual.
  • Conducting routine Privacy Act document reviews within Program internal and external websites to identify PII. Provide comments, questions, and recommendations to support document removals and access restrictions with a summary report of results.
  • Providing an annual privacy report to document findings related to unauthorized disclosures of PII to the Government.
  • Developing, implementing, updating and maintaining a desk book or guide of all documentation such as standard operating procedures and policies (SOPs), routine business practices and processes used to support administrative functions.
  • Provide support for mail-related functions, e-mail management, assist with the management of official correspondence, messages, travel, daily operations and official presentations to support the PEOs, DPEOs, and leadership team, which involves activities such as:
• Copying, summarizing, and routing e-mail traffic, monitoring the SIPRNET/NIPRNET for urgent message traffic, and receive and route such traffic to the recipient within designated time as directed within the TO. Drafting and reviewing draft messages for appropriate Plain Language Addresses (PLADs) and return the draft messages to the requestor for authorized release. The Contractor shall revise draft messages as directed, and release the message when instructed by the Government by the requestor’s assigned deadline.
• Preparing routine priority message traffic for release by the requestor’s assigned deadline.
• Assist in the development and implementation of Management Internal Control Program (MICP) requirements.
• Coordinate and schedule official travel plans, prepare travel vouchers in accordance with the Defense Travel System (DTS) governance. Including arranging transportation, lodging, and rental car reservations for travelers; with both a paper and electronic travel itinerary to the requestor.
• Travel arrangements shall be accurate, be made within the assigned timeframe, and conform to the most current Joint Travel Regulations (JTRs); any errors shall be reported immediately.
• Command Operations and Support: Provide facilities management support including coordinating activities to resolve facilities issues and answer the telephone during normal working hours.
• Provide industrial, personal, and information security.
  • Manage, handle, store and maintain classified materials implementing security-related measures and controls in accordance with DoD, DON, and local security governance policies and procedures.
  • Provide comments, questions, and recommendations to improve security practices and procedures, support for program protection and strategic security planning activities.
  • Conduct Clearance Compliance Inspections. Validate and confirm cyber IT level network access.
  • Coordinate corrections for inaccurate clearance data, report analyses and discrepancies and assist stakeholders with strategies to mitigate and resolve risks associated with inaccurate clearances.
  • Assist the Contract Security Oversight Manager with conducting communication security (COMSEC) review inspections, conducting cyber-IT/cybersecurity workforce (CSWF), and with conducting Defense Biometrics Identification System (DBIDS) compliance inspections.
  • Collect and assess contractor position data and assignments with cyber IT and enhanced user CSWF requirements to ensure positions are sufficiently identified, tracked, and in compliance with CSWF and Security requirements.
• Collect data for sponsored companies through the DBIDS system. Notify DBIDS and Installation commands of companies terminated from contracts.
• Verifying all subcontractors requesting DBIDS sponsorship are affiliated with prime contractors, access dates, access times, and contract end dates with prime contractors.
• Gathering, tracking, and analyzing data, coordinating inputs, researching, tracking and reporting security incidents, and collaborating with stakeholders to complete assigned action items.
• Provide physical security support, which involves activities such as:
  • Ensure only authorized personnel enter designated facilities through the front door; Inspect all Government-issued Common Access Cards (CACs) and badges for validity, authenticity and expiration to prevent unlawful and/or unescorted entry into designated facilities.
  • Maintain a visual line of sight, physical proximity, or other means of control of designated visitor(s) throughout the duration of being in the restricted area/building.
  • Assist visitors to undergo any required screening of unauthorized equipment/material before receiving a Visitor’s badge.
  • Report unattended bags, boxes, and/or any other suspicious containers immediately upon discovery to the Police Department and do not touch these objects.
  • Notify the COR of any security issues during normal duty hours.

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 DEGREE/EDUCATION/CERTIFICATION:

• Bachelor’s Degree in relevant field and 3 years of relevant experience; OR Associate’s Degree in relevant field plus 4 years of additional relevant work experience.

REQUIRED CITIZENSHIP AND CLEARANCE:

• Must be a US 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.

We are an Equal Opportunity/Affirmative Action Employer. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. If you are a person with a disability and you need an accommodation during the application process, please click here to request accommodation. We E-Verify all employees.

The Alaka`ina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Ke`aki Technologies, Laulima Government Solutions, Kūpono Government Services, and Kāpili Services, Po`okela Solutions, Kīkaha Solutions, LLC, and Pololei Solutions, LLC. Alaka`ina Foundation activities principally benefit the youth of Hawaii through charitable efforts which includes providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.

For additional information, please visit www.alakainafoundation.com. 

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