Senior Executive Assistant

Overview

Nakupuna Consulting is seeking to hire a Senior Executive Assistant to work as a member of the Pacific Enterprise Services – Hawaii (PES-HI) Telecommunications Support Services Program within Defense Information Systems Agency Pacific (DISA PAC) Code PC4.  Under general supervision, the Senior Executive Assistant will provide administrative support in an office environment with a variety of moderate to complex tasks and functional activity and provide support to leadership of an Information Technology (IT) department and the management of projects within their purview.

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.  Specific duties include:

• Assisting in the coordination/scheduling of meetings for PES-HI Program Office and assisting the Program Manager (PM) to coordinate and schedule meetings with various MILDEPs and with various stakeholders
• Preparation of correspondence for review and signature, ensuring Department of the Navy correspondence standards are adhered to, letters are correctly formatted, and the text is error free and grammatically correct
• Maintaining, logging, and tracking all correspondence in a centralized location
• Inputting data and maintain the PES-HI financial budget database, providing a monthly financial budget report to the Government
• Updating databases which requires following up with financial technicians at the Comptroller’s Office (N00FM) on recapturing prior years’ unused funds, researching Military Interdepartmental Purchase Requests (MIPRs)/Acceptances, and clarifying and correcting financial information to close out the prior years’ funding
• Coordinating with the Comptroller’s Office to ensure the data in their system matches the data in the PES-HI office
• Conducting inventory and management of office supplies, including researching supply quotes (first checking mandatory sources, like the GSA, before researching U.S. commercial vendors), issuing supplies, preparing purchase orders using the Purchase Request Form (PRF) SharePoint tool, and delivering bi-annual reports on office supply stock and shortages
• Facilitating technical training schedules and prepare travel itineraries for applicable personnel, following Joint Travel Regulations
• Providing support to MILDEP customers with telephone/transport provisioning requirements as well as prepare monthly billing invoices for the military telephone/transport services by utilizing Government-provided databases, records, and software as well as AT&T’s Communication Management Information Tool (COMIT)
• Calculating invoices according to the individual Service’s rate, the number of lines attributed to that customer (flat rate per line), and the number of circuits attributed to that customer (rates vary)
• Utilizing automated database queries to generate a monthly Public Branch Exchange (PBX) activity report, which includes PBX Name, Base, Telephone Numbers Routing, Billable Telephone Numbers, Reserved Telephone Numbers, Trunks, Program Designated Code (PDC), and Job Order Number (JON)
• Creation and provision of a monthly billing invoice summary report, which includes Telephone Number, Line, Base, Service Request, Service Order, PDC, JON, CLIN, NRC, MRC, Install Date, Remove Date, Unit, Quantity, Cost, Price
• Compiling and maintaining a total billable lines report for each central office site, and a PBX database report monthly
• Administer administrative support updating records, tracking, forms, and reports of PES-HI government furnished property to assist with accountability and transfer of equipment
• Tracking the status of Technical Change Proposals (TCP) through the receipt, review, and approval process
• Supporting the maintenance of an Excel spreadsheet for financial reports and coordinating project-based work
• Liaise with internal staff at all levels while interacting with external clients and vendors
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures

Qualifications

Skills/Qualifications:  A successful candidate will have exceptional organizational and planning skills, excellent communication and problem-solving skills, attention to detail and accuracy, solid judgment and decision-making ability, takes initiative and is adaptable. Enthusiasm for project management and process improvement a plus.

Military Installation Access:  This position resides on a military installation.  Must be able to qualify for and obtain a base access pass. 

Clearance Requirement: Must have either an active or interim Secret security clearance. Must be a U.S. citizen.

Education and Experience:

• A Bachelor’s degree is preferred.   
• Requires at least 5 years’ experience providing executive support and office management.
• Limited experience with project management or support to project managers.
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.
• Knowledge of standard office administrative practices and procedures.
• Experience in or work for the U.S. military or DoD is highly desirable. 

Physical Requirements: In addition to the skills and qualifications mentioned above, candidates must, at a minimum, be able to meet the following physical requirements.

• Ability to lift or carry objects up to 25 pounds without assistance.
• Ability to use stairs and or walk at an incline without assistance.
• Ability to perform repetitive or forceful motions with the hands, wrists, and fingers including frequent bending, raising arms, twisting, and bending neck.
• Ability to engage in and follow audible communications.
• Ability to sit or stand for prolonged periods at a desk, working on a computer.
• Ability to lift, carry, reach (above chest or below knee), kneel, crouch, twist, bend and climb a step stool/ladder(items may include but are not limited to supplies and other materials).

This is a temporary, full-time position.