Executive Assistant

Overview

Nakupuna Prime is looking for an Executive Assistant to provide administrative, executive, and information management support to the Joint Staff Comptroller Front Office in support of DAI Financial System Support Services operations. This position supports executive calendar management, meeting coordination, task management, official correspondence, SharePoint administration, and front office administrative operations. 

Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. 

• Provide administrative and executive support to Joint Staff Comptroller leadership and designated branch offices. 

• Manage and synchronize executive calendars, schedules, meetings, events, invitations, and appointments. 

• Coordinate conference room scheduling and setup for meetings, briefings, and events. 

• Prepare meeting agendas, read-ahead materials, briefing packages, and supporting documentation. 

• Attend meetings and capture meeting minutes, action items, decisions, and follow-up requirements. 

• Distribute meeting minutes and meeting materials to attendees and stakeholders. 

• Monitor Enterprise Task Management Software Solution (ETMS2) taskings and coordinate timely routing and completion of official taskers. 

• Track suspense dates, follow up with stakeholders, and coordinate extension requests when required. 

• Prepare, route, track, and maintain official correspondence, memoranda, notices, instructions, and executive documentation. 

• Support processing of military fitness reports, performance evaluations, awards packages, and administrative actions. 

• Assist with in-processing and out-processing support for Government personnel. 

• Maintain and update SharePoint sites, libraries, lists, announcements, links, and organizational documents. 

• Greet visitors, answer and route phone calls, and provide professional front office customer support. 

• Develop and maintain reports, spreadsheets, trackers, and administrative records. 

• Coordinate with Military Secretariat (MILSEC) offices and other Joint Staff Directorates. 

• Assist with maintaining branch continuity documentation, acting packages, and office administrative files. 

• Support preparation of executive briefings, communication products, and organizational materials. 

• Perform additional administrative and information management support duties as assigned. 

• Develop and deliver instructor led training to end users at a client site location or virtually, as requested. 

Qualifications

Skills/Qualifications:  

• Strong administrative, organizational, and executive support skills. 

• Experience managing executive calendars, meetings, and task management activities. 

• Excellent written and verbal communication skills. 

• Ability to prepare professional correspondence, reports, and briefing materials. 

• Experience maintaining SharePoint sites and administrative records. 

• Strong attention to detail and ability to manage multiple priorities. 

• Proficiency with Microsoft Office Suite, Microsoft Teams, Outlook, SharePoint, and collaboration tools. 

• Ability to work professionally with senior leadership, staff personnel, and external stakeholders. 

• Strong customer service and interpersonal communication skills. 

• Ability to work independently with minimal supervision. 

Education/Experience:  

• Minimum of one (1) year of professional experience providing executive administrative or information management support. 

• Experience supporting Department of Defense or federal organizations preferred. 

• Experience with SharePoint administration and task management systems preferred. 

• Bachelor’s degree from an accredited college or university preferred. 

 

Certification:  

• Microsoft Office Specialist certification preferred. 

Clearance Requirements: Active Secret Security Clearance required. 

Travel: Travel will not occur regularly and will typically be less than 5% of the time. 

Work Location: Work will performed on-site at the Pentagon. 

 

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 $90,000.00 to $110,000.00 (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.