Executive Coordinator

Overview

Nakupuna Prime is seeking an Executive Coordinator to join their team, providing administrative services to the Office of the Secretary of War (OSW) clients.

Responsibilities

• Provide expert-level administrative support for senior defense executives.
• Directly manage, maintain, and synchronize complex calendars and schedules of executive personnel.
• Proactively manage executive calendars with attention to accuracy, detail, and allocation of time to promote productivity.
• Recognize the need to resolve conflicts, orchestrate change, and reprioritize as appropriate.
• Receive, coordinate, and respond to invitations received by the organization’s senior personnel.
• Provide daily read-ahead information for the next day for the organization’s senior personnel, detailing meetings and associated read-ahead materials, prior to the end of the duty day.
• Facilitate visitors.
• Cook up and escort high-level officials within the Pentagon and/or Mark Center.
• Maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• Manage telephone communications, to include answering phones in a timely manner, taking accurate messages, and referring calls to the appropriate individual or office within the organization.
• Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings held in conjunction with the organization’s activities.
• Coordinate all official travel requests for senior level officials ensuring full compliance with the Joint Travel Regulations (JTR).
• Cook up transportation and prepare travel authorizations and vouchers with the Defense Travel System (DTS).
• Create reservations and assist with obtaining passport and visas for official travel.
• Ensure compliance with the Foreign Clearance Guide.
• Prepare visit and clearance requests, and reconcile travel expenses.
• Maintain accurate travel records and resolve any travel-related discrepancies.

Qualifications

• High School diploma required.
• 2+ years of experience required.
• Bachelor’s or Associate degree preferred.
• Experience providing executive-level administrative support is required.
• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, etc.).
• Experience coordinating government travel, including knowledge of DTS and JTR, is preferred.
• Excellent oral and written communication skills geared towards executives.
• Demonstrated ability to write clear, concise, and articulate communication with a focus on quality control and attention to detail.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations.
• Ability to prioritize, multi-task, plan, problem solve and adapt in a fast-paced and strategic environment under minimal supervision.
• Department of War experience is preferred with OSW experience highly desirable.
• This position requires a Secret security clearance.
• Must be a U.S. citizen.

Location/Schedule

This position will provide in-person support five days a week at the Pentagon and/or Mark Center. The shift is from 10:30am to 7:00pm EST daily.

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.
• Ability to walk for extended periods throughout the work day including moving between buildings and covering long distances by foot.