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Alaka`ina Foundation Family of Companies · 1 day ago

Senior Executive Assistant

Aiea, HI

Full-time

Onsite

Mid, Senior Level

3+ years exp

The Alaka’ina Foundation Family of Companies is seeking a Senior Executive Assistant to support a customer at Camp Smith, Hawai'i. The role involves providing administrative and personnel support, managing communications, scheduling meetings, and coordinating travel plans while ensuring compliance with security protocols.

CharityCommunitiesGovernment

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Be the initial interface to the J0PAC office and provide administrative and personnel support related to the J0PAC office

Required to attend meetings and planning sessions that are classified up to the Secret level and have ability to access classified, secure networks

Answer phones, document general inquires and forward inquires to appropriate J0PAC sections via email or in-person

Schedule meetings, to include booking conference rooms via Outlook, setting up teleconferences via MS Teams or Zoom, and requesting secure video teleconferences

Prepare read-aheads materials for the J0PAC director

Participate in all travel planning, coordinate development of traveler profiles, organizational data, reporting, budgetary, and document flow procedures in the - - Defense Travel System as a reviewing official for J0PAC on a weekly basis

Update Public Affairs distribution rosters internally and externally on a quarterly basis via Microsoft Office software, maintain J0PAC section records management file plan and execute records management for administrative files in accordance with command records management policies

Perform administrative tasks as the J0PAC security coordinator to process security clearance actions for J0PAC military, civilians, Contractors, auxiliary and reserve personnel on a weekly basis

Route access requests to the Visitor Control Center and the Special Security Office using the Defense Information System for Security (DISS) in order to in-process all inbound and outbound J0PAC personnel

Monthly perform information technology related tasks to activate unclassified and classified networks email accounts for incoming J0PAC personnel. This includes providing forms to incoming personnel and submitting via email completed forms to the Communication Directorate (J6) for processing

Perform tasks related to the purchasing of equipment via the Information Technology Procurement Request process and the Communication Directorate (J6) review process and office supplies via the Business Operations This task shall be performed weekly and as directed by the J0PAC senior enlisted leader

Serve as the liaison to the Government-provided Records Management program to ensure that governmental requirements are met regarding Records Management practices

Qualification

Microsoft Office 365Defense Travel SystemSecurity clearance managementU.S. military knowledgeTime managementProfessionalismSchedule coordinationCommunication skillsProblem-solving skills

Required

High school diploma

Valid driver's license

Must be proficient in the use of office equipment, including computers, scanners, fax, and copiers

Must be proficient in the use of Microsoft Office 365 environment (Outlook, Word/Excel/PowerPoint), Internet browsers, and Adobe Reader

Have an ability to work professionally with individuals, the public and diverse groups

Have well-developed time management and schedule coordination skills

Knowledge of the U.S. military structure, culture, and language. Must be able to understand and operate under the unique specific limitations constraining U.S. military public affairs

Excellent communication and critical thinking skills, as well as problem diagnosis and creative technical problem-solving skills

Ability to adhere to existing security related policy, procedures and standards in support of security clearance requirements, network account creation and management

Familiarity or experience with preparing and reviewing domestic and international travel for an organization through the Defense Travel System (DTS)

Must be a U.S. Citizen

Must have an active Secret clearance