Executive Assistant / Project Officer

Position Summary / Objective

This position supports the Direct Reporting Portfolio Manager’s staff providing executive level support to one or more Navy O-6/Civilian GS-15 level leaders. Provide support in planning, managing, tracking, executing, and reporting program initiatives and actions.

Essential functions

• Serves as a trusted adviser to the senior leadership in all areas of the organization including the development, direction, and continuity of policies, programs, and operations.
• Facilitate communication and action management at multiple echelons/levels, ensuring talking points and deliverables are in-line with the executive messaging and expectations.
• Maintain a close and highly responsive relationship with the day-to-day activities of the office and the Directorate.
• May assist with special assignments, studies, or actions.
• Performs a variety of administrative and action management duties and responsibilities requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office including, but not limited to, the following based on overall organizational needs:

• Skilled in office management and administrative operation requirements, strategies, techniques, and activities to manage numerous complex and competing priorities.
• Prepares, reviews, distributes Navy correspondence.
• Maintains email distribution lists and updates monthly to ensure accuracy.
• Works with leadership to ensure tasks are being worked by staff and tracks to completion.

Required education and experience

• A current or active DoD Secret security clearance.
• Bachelor’s degree in accounting, business, finance, or related field.
• Seven years of experience as an Executive Assistant for the DoD and at least three years with the Navy.

Preferred education and experience

• Master’s degree in accounting, business, finance, or related field.

Competencies

• Proficiency in Microsoft Office, specifically, Word, Excel, PowerPoint, and Outlook software.
• Excellent verbal and written communication skills, as well as presentation skills.
• Experience drafting and editing correspondence, documents, instructions, policies in accordance with the Navy Correspondence Manual and style guides.
• High comfort level working with and around all military/organizational levels, clients, customers, suppliers, and visitors.
• Must be highly reliable and demonstrate personal initiative to operate in a fast-paced environment with changing priorities.
• Demonstrate ability to be a team player; works well with others; contributes positively to work/team environment and continually seeks ways to enhance contribution to the team.
• Handles differing situations, problems, and deviations in the work office according to general instructions, priorities, duties, policies and program goals.

Additional Eligibility Requirements

• Work authorization/security clearance requirements: This position requires the ability to obtain and/or maintain a DoD Security Clearance and required access to all worksite locations. Security clearances may only be granted to U.S. citizens.
• Legally authorized to work in the United States at the time of hire and throughout employment.

Other Duties

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Supervisory Responsibility

None

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. Excellent listening skills are essential. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms and have a lifting capacity of a minimum of 20 lbs.

Position Type/Expected Hours of Work

The typical workday is eight hours in length. Some flexibility in hours may be allowed, with concurrence from the supervisor. Attendance at prescheduled mandatory meetings is required. Must be available during the core work hours as determined by your contract/location and must account for the required number of hours in a pay period to maintain Full-time status.

Travel

Ability to travel CONUS; potential to travel OCONUST. Travel up to 10% may be required.

Benefits and Additional Compensation

• KMS offers a competitive benefits packaging including medical, dental and vision insurances, flexible spending account, PTO, paid holidays, military leave, bereavement leave, 401k / retirement savings plan, professional development and tuition reimbursement, basic and voluntary life insurance / AD&D, short-term and long-term disability, voluntary AFLAC supplemental insurance products and employee assistance plan (EAP) program.
• Additionally, KMS offers employee referral bonuses and a discretionary annual bonus.

AAP/EEO Statement

KMS Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

KMS Solutions is a drug free workplace.

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