Executive Assistant - Senior

Executive Assistant - Senior Location VA - Arlington Job Code 12312 # of openings 1 Apply Now (https://phg.tbe.taleo.net/phg04/ats/careers/v2/applyRequisition?org=AKIMEKATECH&cws=43&rid=12312) The Alaka`ina Foundation Family of Companies (FOCs) is looking for a Senior Executive Assistant to provide support to our government customer located in Arlington, Virginia. The PEO MLB program encompasses Administrative, Total Force Management Support, and Corporate Communications & Public Affairs Support, Command Operations, and Support, and IT Management Support services. DESCRIPTION OF RESPONSIBILITIES:

Administrative Support: provide administrative support for the assigned Government organization.Provide support to manage action items which involves: Establishing, implementing, managing, and maintaining action tracker tools and action items in designated tools to track action item due dates, distribute notifications before action items are due, and ensure due dates are met.

Provide calendar support, which involve activities such as: Serving as the point of contact authorized to manage and maintain up-to-date and accurate appointments, events, office, and conference and conference room calendars, major program and project due dates, and other activities as directed.Perform clerical duties, to include assisting with the successful management of the assigned Government organization.

Provide meeting support, which involves activities such as: Coordination of meetings, notifying participants, drafting agendas, arranging for appropriate equipment/services, setup and operation of Video Teleconferencing (VTC) equipment and other audio-visual equipment, taking minutes, and finalizing and distributing those minutes as directed within the schedule established by the requestor.

Provide support records management in accordance with Dept. of Navy and local directives.

Copying, summarizing, and routing e-mail traffic, monitoring the SIPRNET/NIPRNET for urgent message traffic, and receive and route such traffic to the recipient within designated time as directed within the TO.

Drafting and reviewing draft messages for appropriate Plain Language Addresses (PLADs) and return the draft messages to the requestor for authorized release.

The Contractor shall revise draft messages as directed and release the message when instructed by the Government by the requestor’s assigned deadline.

Preparing routine priority message traffic for release by the requestor’s assigned deadline.

Provide industrial, personal, and information security.

Collect data for sponsored companies through the DBIDS system. Notify DBIDS and Installation commands of companies terminated from contracts. Verifying all subcontractors requesting DBIDS sponsorship are affiliated with prime contractors, access dates, access times, and contract end dates with prime contractors.

Gathering, tracking, and analyzing data, coordinating inputs, researching, tracking and reporting security incidents, and collaborating with stakeholders to complete assigned action items.

Provide Total Force Management support, military manpower, civilian personnel and assigned contractor personnel planning and management support; establish and coordinate Entrance on Duty and release dates for government employees.

Provide support for efforts related to sponsorship/welcome/orientation programs such as coordinating these events, preparing for events, and facilitating meetings as required.

Prepare documentation such as routine and ad hoc manning reports, briefs, which include detailed manning counts and vacancy rates, Defense Acquisition Workforce Improvement Act (DAWIA) training requirements and completion rates, progress related to competency alignment, Competency alignment reporting, DAWIA certification status, DAWIA billet information, and any additional and responses to data calls.

Prepare manpower and personnel correspondence; briefings and presentation initiatives; prepare, update, maintain, and, and convert manpower data into briefs and presentations.

Facilitate Common Access Card (CAC) processing, to include providing support as a result of contract expirations and/or new contract awards and leverage government tools such as the Total Workforce Management System and Defense Civilian Personnel Data System to complete assigned duties.

Assist personnel to complete User Access Forms and System Authorization Access Request Navy (SAAR-N) forms to access Government Furnished Equipment and tools.

Prepare, coordinate, and facilitate introductions and meetings between assigned vendors and Government representatives.

Attend technical, management, and working group meetings as directed.

REQUIRED DEGREE/EDUCATION/CERTIFICATION:

Master’s Degree + 10 years’ experience. (Substitution: Bachelor’s Degree plus 4 years of additional relevant work experience)

REQUIRED SKILLS AND EXPERIENCE:

Excellent oral and written skills.

Excellent critical thinking skills.

Proficient in Microsoft applications such as Word, Excel, PowerPoint, and Outlook. (Microsoft Office 365 Suite, DON Tracker, and Defense Travel System (DTS)).

Ability to work independently and as a team member.

Ability to learn and apply administrative support concepts to assigned duties.

REQUIRED SKILLS AND EXPERIENCE:

Specialized administrative support experience with a Navy acquisition program or related/comparable administrative support experience with Department of Defense (DoD) agencies.

Experience applying the Navy Correspondence Manual to assigned duties.

REQUIRED CITIZENSHIP AND CLEARANCE:

Must be a U.S. Citizen.

Active SECRET clearance required.

​The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 11 paid holidays.

We are an Equal Opportunity/Affirmative Action Employer. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. If you are a person with a disability and you need an accommodation during the application process, please click here (HRdept@alakaina.com) to request accommodation. We E-Verify all employees.

The Alakaina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Keaki Technologies, Laulima Government Solutions, Kūpono Government Services, and Kāpili Services, Pookela Solutions, Kīkaha Solutions, LLC, and Pololei Solutions, LLC. Alakaina Foundation activities principally benefit the youth of Hawaii through charitable efforts which includes providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.

For additional information, please visit www.alakainafoundation.com

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