Executive Assistant

Ke'Aki Technologies - Washington, DC

Full-time - Entry Level

Washington, DC

Justice, Public Order, and Safety Activities

About the position

The Alaka`ina Foundation Family of Companies is seeking an Executive Assistant to provide comprehensive administrative support to a government customer in Arlington, Virginia. This role is pivotal in ensuring the smooth operation of the assigned Government organization by facilitating the preparation of various program documentation tailored to specific audiences. The documentation may include briefings, executive summaries, white papers, reports, and multimedia presentations, among others. The Executive Assistant will be responsible for managing action items, maintaining calendars, and serving as the point of contact for scheduling and reserving conference rooms according to local procedures. In addition to calendar management, the Executive Assistant will perform clerical duties that involve gathering inputs for data calls, drafting responses, and revising them for review by Government officials. Meeting support is another critical aspect of this role, which includes documenting meeting minutes, coordinating meetings, and ensuring the necessary equipment is set up and operational. The Executive Assistant will also handle mail-related functions, including receiving and routing mail, and managing records by organizing and retrieving documentation in compliance with established records management protocols. Furthermore, the role requires support for email management, where the Executive Assistant will summarize and route email traffic promptly to designated personnel. Travel coordination is also a key responsibility, involving the arrangement of official travel plans in accordance with the Defense Travel System (DTS) governance. The Executive Assistant will be expected to perform other duties as assigned by the supervisor, contributing to the overall efficiency and effectiveness of the organization.

Responsibilities

• Assist in the preparation of program documentation tailored to intended audiences.
• Provide administrative support for the assigned Government organization.
• Manage action items by establishing and maintaining action tracker tools.
• Maintain up-to-date and accurate calendars for appointments and events.
• Serve as the point of contact for scheduling and reserving conference rooms.
• Gather inputs for data calls and draft responses for review by Government officials.
• Document meeting minutes and coordinate meetings, including drafting agendas and setting up equipment.
• Receive, open, review, and route mail, preparing documents for distribution.
• Collect, organize, file, and retrieve documentation in accordance with records management protocols.
• Summarize and route email traffic to designated personnel within specified timeframes.
• Coordinate and schedule official travel plans in accordance with DTS governance.

Requirements

• Master's Degree plus ten (10) years of experience, or a Bachelor's Degree plus four (4) years of additional relevant work experience.
• Specialized administrative support experience with a Navy acquisition program or related experience with DoD agencies.
• Experience applying the Navy Correspondence Manual to assigned duties.
• Excellent oral and written communication skills.
• Strong critical thinking skills.
• Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Ability to work independently and as part of a team.
• Ability to learn and apply administrative support concepts to assigned duties.

Benefits

• 401K plan with company match
• Medical insurance coverage
• Dental insurance coverage
• Disability insurance coverage
• Life insurance coverage
• Tuition reimbursement
• Paid time off
• 11 paid holidays