Senior Executive Assistant

Nakupuna Companies; Philadelphia (Philadelphia County); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is looking for a Senior Executive Assistant to support the front office at a key government agency. This role involves coordinating meetings, preparing reports, and managing various administrative tasks to ensure smooth operations. The ideal candidate will possess strong organizational skills, attention to detail, and experience with data analysis. Join a dynamic team where your contributions will directly impact the efficiency of critical operations. This is a fantastic opportunity to grow in a supportive environment while playing a vital role in government services.

Qualifications

• 5+ years of experience in executive administrative duties.
• Ability to multi-task and maintain organization in a fast-paced environment.

Responsibilities

• Assist in maintaining NAVSUP Instructions and prepare reports for management.
• Coordinate meetings and perform clerical duties including managing correspondence.

Skills

Multi-tasking

Organizational Skills

Attention to Detail

Data Analysis

Microsoft Office Suite

Education

Bachelor's Degree or Equivalent Experience

Tools

Microsoft Office Suite

Job description

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Overview
Nakupuna Solutions is seeking a senior-level Executive Assistant to join our team of talented consultants providing professional services to the Naval Supply Systems Command – Weapon Systems Support (NAVSUP WSS). This individual will directly support the front office at NAVSUP WSS in Philadelphia.

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.

• Assist in maintaining and updating NAVSUP Instructions, following the Department of the Navy (DON) Correspondence Manual, that are under the purview of NAVSUP WSS.
• Prepare reports and briefings for Senior Management in support of NAVSUP WSS staff.
• Coordinate, schedule and participate in meetings, forums and other activities/events to include drafting agendas, sending meeting invites, recording meeting minutes and actions.
• Perform clerical duties and errands, such as sorting and sending mail, updating the NAVSUP WSS key personnel directory, tracking and distributing taskers from official electronic systems, processing visits requests for NAVSUP WSS staff, welcoming visitors, answering phone calls, taking and delivering messages, among others.
• Maintain files and apply records management guidelines in accordance with DON policy and directives.
• Update paperwork, maintain documents, create and submit correspondence packages routed to a variety of internal and external stakeholders.
• Collect, compile, input, and analyze information and generate reports for complex administrative projects requiring technical analysis and input from various segments of the organization.
• Provide program management, financial and administrative support to NAVSUP WSS’s Front Office. Manage action item tracking database and reports.
• Provide administrative services to include, but not limited to, reception and message services, events coordination to include site planning, and guest/logistics support. Coordinate meetings, adjudicate schedule conflicts, and provide meeting minutes and agendas.
• Package Naval correspondence; formatted, revised, processed, routed, and mail unclassified and classified correspondence. Additional duties include distributing, faxing, reviewing, editing, and filing correspondence.
• Package military and civilian awards; create, format, revise, route, and deliver.
• Coordinate conference room support; duties include operating audio/visual equipment, providing technical assistance and Video Teleconferencing (VTC) for NAVSUP WSS for classified and unclassified meetings.
• Prepare visit request documentation for all Government employees to include utilizing Defense Information System for Security (DISS).
• Organize material, perform data analytics, and complete writing assignments according to set standards regarding, clarity, conciseness, style, and terminology.
• Review and edit material prepared by other writers and recommend revisions or changes in scope, format, and content. Assist/lead with preparing briefing material for leadership.
• Review, format and route correspondence for signature.
• Update tracking systems with information from weekly correspondence update meetings.
• Transmit daily and weekly reminder emails to personnel (and their supervisors) with assigned actions specifically highlighting overdue and imminent action items.
• Provide services to develop read-ahead materials, coordinate and provide presentations.

Qualifications

Skills/Qualifications: The ideal candidate must be able to multi-task, be highly organized, have great attention to detail, and possess some data analysis skills. Specifically, the ideal candidate will be familiar with and have experience with the following technical knowledge, skills, and abilities:

• A bachelor’s degree from an accredited institution or 5 years of equivalent experience.
• Five (5)+ years of professional experience performing executive administrative duties.
• Proficiency with the Microsoft Office suite of tools.

Location: Philadelphia, Pennsylvania

Clearance Requirements: Must be a U.S. Citizen with the ability to obtain a government-issued CAC and possess a Secret clearance.

Physical Requirements: The ideal candidate must 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.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• Industries: Business Consulting and Services

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