Administrative Assistant Level IV

Overview

Nakupuna Companies is seeking an Adminitrative Assistant to support a Federal Executive Department.

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.

Task Management

• Manage and track government taskers, ensuring timely and accurate completion.
• Conduct research and analysis to support decision-making.
• Coordinate with internal and external stakeholders to gather and synthesize information.
• Provide status updates and maintain visibility over task progress.
• Support special projects and data calls.
• Conduct data analytics in Microsoft Suite

Office Operations & Coordination

• Manage incoming communications and facilitate appropriate responses and follow-up.
• Prepare, review, and edit briefings, reports, and executive correspondence.
• Serve as liaison across offices and external stakeholders.

Travel Coordination

• Arrange domestic and international travel for senior leadership.
• Review travel requests for compliance with federal policies and procedures.
• Coordinate with travel offices to ensure timely approvals and processing.

Acquisition & Administrative Support

• Support administrative aspects of procurement and requisition processes.
• Assist with vendor coordination and documentation preparation.
• Review invoices and supporting documentation for accuracy.
• Track office-related expenditures and administrative actions.

Timekeeping & Administrative Support

• Process time and attendance actions in accordance with applicable policies.
• Coordinate with payroll and HR offices to resolve administrative matters.
• Support internal tracking and reporting of office activities and workload.

IT Coordination Support

• Support virtual meetings, videoconferencing, and collaboration tools.
• Assist in maintaining awareness of software licensing and compliance requirements.
• Serve as a coordination point for office IT-related needs with appropriate support teams.

Deliverables

• Timely completion of assigned taskers and action items
• Executive correspondence, briefings, and reports
• Travel coordination and documentation
• Administrative and procurement support documentation
• Accurate timekeeping and administrative records
• Status updates and tracking reports as required

Qualifications

Education and Experience:

• Minimum education: Bachelor’s Degree
• Minimum ten (10) years of progressively responsible administrative experience
• Experience supporting senior or executive-level leadership
• Demonstrated experience managing high-priority taskers
• Strong data analytical, organizational, and communication skills
• Advanced Proficiency in Microsoft Office Suite
• 2 years of Government acquisition knowledge and experience

Clearance Requirements: This position requires an active SECRET security clearance. Must be a U.S. Citizen.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• 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.