Senior Executive Assistant

Nakupuna Consulting; Arlington (VA); On-site; USD 75,000 - 110,000; Full time

Job summary

Nakupuna Consulting is seeking a Senior Executive Assistant to support leadership at the Office of the Secretary of War in Arlington, VA. This full-time salaried role emphasizes meticulous calendar management, front-office readiness, and proactive coordination for meetings and high-level engagements.

The ideal candidate will handle secure communications, prepare briefing materials, and liaise with internal and external partners while ensuring timely travel and meetings in compliance with DoW

Qualifications

• Three years of senior executive-level management and administrative experience.
• Ability to coordinate between internal and external organizations; DoW/OSW experience preferred.
• Bachelor's degree in business or related field highly desirable.

Responsibilities

• Manage daily Front Office activities and maintain SES protocol compliance.
• Plan and schedule meetings, greet visitors, and handle public-facing interactions.
• Transmit information, assemble data, prepare and review presentations, and manage calendars.
• Triage requests, record correspondence, and ensure timely communications.
• Maintain complex executive calendars, resolve conflicts, and reprioritize as needed.
• Draft notes and memoranda, track actions, and oversee taskers.
• Answer calls, interface with the public, and escort high-level officials as needed.
• Ensure Front Office is presentable and manage office supplies.
• Support security administration, including clearances and visit requests.
• Maintain digital and physical documents per Government guidance.
• Assist travel and logistics using DTS in compliance with JTR.

Skills

SES protocols

Calendar management

Public-facing comms

Customer service

Education

Bachelor's degree in Business Administration, Accounting, Economics, Finance, Management, or related field

Job description

Senior Executive Assistant

Full-Time Salaried

Overview

Nakupuna Consulting is looking for a Senior Executive Assistant to join our team of talented consultants providing professional services to the Office of the Secretary of War (OSW).

Responsibilities

• Manage daily Front Office activities and maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• 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 DoW 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.
• Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the organization. Interface with the public and guests visiting the organization. Greet and escort high-level officials.
• Ensure Front Office is presentable for senior defense officials. Remedy facility concerns and maintain adequate stockage of office supplies.
• 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

Education/Qualifications:

• Three (3) years of similar size and scope senior executive-level management and administrative experience.
• Ability to collaborate and deliver all services required by the contract in a high ops-tempo environment, coordinating between multidisciplined functions of internal and external organizations. DoW experience is preferred with OSW experience highly desirable.
• A Bachelor's degree in Business Administration, Accounting, Economics, Finance, Management, or related field from an accredited university is highly desirable. Other degrees and certifications may be considered depending on years of experience.

Clearance Requirement: This position requires an active Secret security clearance. Must be a U.S. citizen.

Work Location: Work is performed on government site at the Pentagon, Arlington, Virginia. Work hours are 9:30 AM - 6:00 PM.

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.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual's particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $75,000 to $110,000 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies' total compensation package for employees