Senior Executive Assistant

Na Ali'i Consulting & Sales, LLC.; Washington (District of Columbia); On-site; USD 115,000 - 130,000; Full time

Job summary

A leading company, Nakupuna Consulting, seeks a Senior Program Analyst to provide support for NAVSEA 04’s operations. The position involves various administrative tasks, including report preparation and meeting coordination, with a focus on attention to detail and data analysis skills. Candidates should possess a Bachelor's degree or equivalent experience and be familiar with DoD processes. The role is based onsite at Washington Navy Yard, requiring an active Secret Clearance.

Qualifications

• Professional experience utilizing Microsoft Office suite of tools.
• Understanding of DoD acquisition lifecycle processes.
• Bachelor's degree or equivalent experience.

Responsibilities

• Assist in maintaining and updating NAVSEA Instructions.
• Prepare reports and briefings for Senior Management.
• Coordinate, schedule, and participate in meetings and events.

Skills

Multi-tasking

Attention to detail

Data analysis

Microsoft Office suite

DoD acquisition lifecycle processes

Education

Bachelor's degree

8 years of administrative experience

Job description

Overview

Nakupuna Consulting is seeking a Senior Program Analyst to join our team of talented consultants providing professional services to the senior leadership of NAVSEA 04’s (Industrial Operations). This individual will work with a team in support of operations under NAVSEA 04.

Responsibilities

The following reflects management’s definition of essential functions for this position. 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 NAVSEA Instructions, following the Department of the Navy (DON) Correspondence Manual, that are under the purview of SEA 04.
• Prepare reports and briefings for Senior Management in support of SEA 04 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 SEA 04 key personnel directory, tracking and distributing taskers from official SEA electronic systems (e.g. ETMS2), processing visits requests for SEA 04 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 SEA 04’s Front Office. Manage action item tracking database and reports.
• Attend Administrative Officer and Corporate Operations conferences and working groups, teams and meetings.
• 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, router, 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.
• Prepare Continental United States (CONUS) and Outside Continental United States (OCONUS) travel arrangements and travel reimbursement requests for approval using DTS for designated Government personnel within SEA 04.
• Coordination of travel arrangements includes preparing foreign travel requests and Anti- Terrorism/Force Protection (AT/FP) Plans. Review travel orders and vouchers for accuracy prior to approval.
• Coordinate conference room support; duties include operating audio/visual equipment, providing technical assistance and Video Teleconferencing (VTC) for SEA 04 for classified and unclassified meetings.
• Prepare visit request documentation for all Government employees to include utilizing Defense Information System for Security (DISS).
• With the appropriate technical oversight of SEA 04 officials, draft Standard Operating Procedures (SOPs), annually review and update as appropriate.
• Organize material, perform data analytics, and completes 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.
• Input new action items in appropriate tracking system & mark complete the reviewed items via Program Office letters.
• Locate/retrieve/reproduce and distribute documents.
• Update tracking systems with information from weekly correspondence update meetings.
• Coordinates with department heads to obtain a thorough understanding of the correspondence products and requirements.
• Assign and track action items on a daily basis using email and official web-based applications such as NAVSEA’s integrated development environment (IDE), e.g., SEA 04’s SharePoint site.
• Review action item responses for proper content and format, and to ensure that necessary approvals are obtained.
• Transmit daily and weekly reminder emails to personnel (and their supervisors) with assigned actions specifically highlighting overdue and imminent action items.
• Produce quarterly metrics related to action item status, maintain a filing system of incoming and outgoing action items, and updating the filing system weekly.
• Arrange, coordinate, and support SEA 04 Office of the Admiral/Executive Director, Chief of Staff, and Chief Financial Officer sponsored meetings.
• Provide administrative support including maintenance of the Executive Director filing system and calendars, letter and brief sheet preparation, management of supply orders, training certification completion tracking, and briefing preparation.
• Draft, revise, log, and maintain office correspondence. Assist in coordinating SEA 04 All Hands Meetings
• Provide professional technical and programmatic assistance to support efforts in NAVSEA Transformation efforts.
• Assist NAVSEA Transformation Office (NTO) through framing issues, structuring problem statements, optimizing current processes and providing input to develop strategies and implement change management, leveraging subject matter expertise in Acquisition.
• Coordinate engagements with Naval Staff, Systems Commands (SYSCOM), and Program Executive Offices (PEO), interfacing with client leads to include Flag and Senior Executive Service personnel. Provide tours of the NTO War Room to high level officials such as members of the U.S. Congress, Congressional Professional Staff Members, high-level Executives from Industry, Assistant Secretaries of the Navy, the Chief of Naval Operations (CNO), the Vice-CNO, and various other Flag Officers within the Department of Defense.
• Provide executive level program management support, technical advice and strategic guidance to plan, coordinate, implement and track change initiatives across acquisition and sustainment workforce, including Naval SYSCOMs, PEOs, and DRPMs.
• Create and/or update databases and spreadsheet-analysis data in electronic formats compatible with NAVSEA-approved, web-based document sharing initiatives in support of Naval Sustainment Systems-Shipyards (NSS-SY) programs to include, but is not limited to, availability planning, availability duration estimation, shipyard capacity, execution status, and financial and budget status.
• Provide services to develop read-ahead materials, coordinate and provide presentations.

Qualifications

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

• Professional experience utilizing Microsoft Office suite of tools
• DoD acquisition lifecycle processes

Education and Experience:

• Bachelor’s degree in lieu of degree eight (8) years of professional experience in an administrativeassist role.

Location: 5 days onsite at the Washington Navy Yard.

Clearance Requirements: Possess an active Secret Clearance with the ability to obtain a government-issued CAC. 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.

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 $115,000.00 to $130,000.00 (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.