Executive Administrative Assistant

About the role

Koniag Management Solutions, LLC a Koniag Government Services company, is seeking an experienced Executive Administrative Assistant to provide comprehensive day-to-day administrative support for the U.S. Coast Guard's Offshore Patrol Cutter (OPC) Project Residence Office (PRO) in Mobile, AL. This full-time position requires an organized, detail-oriented professional capable of managing correspondence, coordinating meetings and travel, preparing reports and presentations, and supporting senior leadership in a fast-paced government acquisition environment.

Responsibilities

• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, and program documentation
• Record detailed meeting notes and action items; distribute to appropriate stakeholders
• Prepare recurring and special reports by researching, assembling, and summarizing material pertaining to OPC PRO functions
• Receive, review, and manage incoming correspondence; establish suspense controls and maintain tracking logs
• Prepare executive and staff level correspondence and non-technical reports ensuring compliance with formatting standards
• Screen telephone calls and office visitors; determine priority and route appropriately
• Maintain calendars for assigned personnel; arrange, modify, or decline appointments and invitations
• Cook conferences, meetings, and video teleconferences including agenda preparation and logistics
• Perform all travel arrangements using USCG travel system including airfare, lodging, rental cars, and travel documentation
• Maintain detailed itineraries and schedules for official travel and Distinguished Visitor coordination
• Ensure adequate provisions for protocol requirements and maintain Command Official Guest Register
• Support administration, collection, and submission of data calls with rapid turnaround requirements (often 24 hours or less)
• Track decisional memoranda, MSAM documents, agreements (MOUs, MOAs, IAAs), personnel training, evaluations, and awards
• Maintain office records and file documents; organize and update information repositories
• Perform periodic reviews of office procedures and workflow; recommend improvements for efficiency

Requirements

• Required Education and Experience: Bachelor's Degree OR minimum of four (4) additional years of relevant experience in lieu of degree
• Minimum of four (4) years office environment documentation support experience
• Clearance Requirement: Secret level security clearance

Qualifications

• Required Skills And Competencies:
  • Proficiency in Microsoft Office software suite including Word, PowerPoint, and Excel
  • Exceptional written and oral communication skills with attention to grammar and formatting
  • Strong organizational and time management abilities with capability to manage multiple priorities
  • Knowledge of standard processing procedures and formats for government correspondence, presentations, and reports
  • Experience with document processing and records management
  • Professional demeanor and ability to interact with senior military and civilian personnel
  • Discretion in handling sensitive and confidential information
  • Strong attention to detail and accuracy
  • Able to work independently and anticipate needs
  • Able to respond to urgent requests with short turnaround times
  • Ability to work in a fast-paced, high-pressure situation
• Desired Skills And Competencies:
  • Experience supporting Department of Homeland Security, Coast Guard, or Department of Defense operations
  • Familiarity with federal government correspondence standards (COMDTINST M5216.4 series)
  • Experience with USCG travel systems and Federal Travel Regulations (FTR)
  • Knowledge of military protocol and Distinguished Visitor support requirements
  • Experience supporting large-scale acquisition programs or project management offices
  • Understanding of Major System Acquisition Manual (MSAM) documentation requirements
  • Experience with ceremonial event coordination and protocol management
  • Certified Administrative Professional (CAP) or similar professional certification
  • Experience with SharePoint document management systems
  • Knowledge of Department of Homeland Security classification and marking procedures

Benefits

We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, three weeks paid time off, and more.