Executive Coordinator

About the role

Nakupuna Prime is seeking an Executive Coordinator to provide expert-level administrative support for senior defense executives. The role involves managing complex calendars, facilitating visitors, coordinating travel, and maintaining a professional work environment.

Responsibilities

• 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 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.
• Cook up 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 request for senior level officials ensuring full compliance with the Joint Travel Regulations (JTR).
• Coordinate 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.

Requirements

• A high school diploma is required.
• At least 2 years of experience are required.
• A bachelor’s or associate degree is preferred.
• Experience providing executive-level administrative support is required.
• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, etc.) is required.
• Experience coordinating government travel, including knowledge of DTS and JTR, is preferred.
• Excellent oral and written communication skills geared towards executives are required.
• Demonstrated ability to write clear, concise, and articulate communication with a focus on quality control and attention to detail are required.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals are required.
• A working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations are required.
• The ability to prioritize, multi-task, plan, problem solve and adapt in a fast-paced and strategic environment under minimal supervision are required.

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.) is required.
• Experience coordinating government travel, including knowledge of DTS and JTR, is preferred.
• Excellent oral and written communication skills geared towards executives are required.
• Demonstrated ability to write clear, concise, and articulate communication with a focus on quality control and attention to detail are required.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals are required.
• A working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations are required.
• The ability to prioritize, multi-task, plan, problem solve and adapt in a fast-paced and strategic environment under minimal supervision are required.

Skills

• Expert-level administrative support for senior defense executives.
• Managing complex calendars and schedules of executive personnel.
• Proactively managing executive calendars with attention to accuracy, detail, and allocation of time to promote productivity.
• Recognizing the need to resolve conflicts, orchestrate change, and reprioritize as appropriate.
• Providing daily read-ahead information for the next day for the organization’s senior personnel.
• Facilitating visitors.
• Cooking up and maintaining a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• Managing 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.
• Planning, coordinating, and confirming logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings held in conjunction with the organization’s activities.
• Cooking up and confirming logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings held in conjunction with the organization’s activities.
• Coordinating all official travel request for senior level officials ensuring full compliance with the Joint Travel Regulations (JTR).
• Coordinating transportation and preparing travel authorizations and vouchers with the Defense Travel System (DTS).
• Creating reservations and assisting with obtaining passport and visas for official travel.
• Ensuring compliance with the Foreign Clearance Guide.
• Preparing visit and clearance requests, and reconciling travel expenses.
• Maintaining accurate travel records and resolving any travel-related discrepancies.

Benefits

The Nakupuna Companies offer a market-based compensation strategy to ensure that their 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 $75,000 to $110,000 (annualized USD).

Pay

The projected compensation range for this position is $75,000 to $110,000 (annualized USD).

Schedule

This position will provide in-person support five days a week in Washington, D.C.

Physical Requirements

• 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.