Overview

Nakupuna Consulting is looking to hire an Administrative Assistant to support a DoD client within the Department of the Navy, in executing the day-to-day administrative, analytical, and professional support requirements of a federal advisory committee. The Administrative Assistant will support the client in the strategic planning and execution of the Business Operations Team’s stakeholder analyses and engagement plans. Our team will work to design, facilitate, and present informative engagements and deliverables on business practices related to innovation, science, and technology, according to relevant legislative and executive guidance. The role requires an organized critical thinker with excellent communication and collaboration skills.

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.

• Provide comprehensive administrative support, including but not limited to, meeting and event coordination, travel management, official meeting documentation, and financial and HR reporting.
• 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 DoD 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.
• 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 Defense Travel System (DTS) 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

Skills/Qualifications:

• Experience developing recommendations and briefing senior officials.
• Familiarity with software-based programs for scheduling, organization, and collaboration tools.
• Ability to work under pressure and to adapt quickly in a changing environment.
• Proven experience managing client relationships. Navy experience is highly desired.
• Excellent oral and written communication skills required.
• Highly skilled in Microsoft Office Suite and SharePoint.

Education and Experience: This position requires five years of relevant professional experience. Experience working in or directly for the Government is required. This position requires a bachelor’s degree from an accredited university or college. 

Clearance Requirement:  This position requires a Top Secret/SCI-eligible security clearance. Must be a U.S. citizen. 

Physical Requirements: In addition to the skills and qualifications mentioned above, candidates must, at a minimum, be able to meet the following physical requirements.

• Ability to lift up to 25 pounds
• Ability to use stairs without assistance
• 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
• Ability to stand, sit, walk, lift, carry, reach, kneel, crouch, bend and climb a step stool/ladder