Executive Assistant

Overview:

Nakupuna Companies is seeking an Executive Assistant to provide executive-level administrative, coordination, and reporting support to senior information technology leadership. The position supports leadership activities through calendar and meeting management, correspondence and tasker coordination, executive reporting, records management, and follow-through on approved actions.

 

The ideal candidate demonstrates exceptional discretion, polished executive communication, strong organizational discipline, sound judgment, and the ability to manage multiple parallel workstreams in a dynamic federal environment.

Responsibilities:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other business needs.

 

Executive Support and Coordination

• Manage complex executive calendars, coordinate daily schedules, and resolve scheduling conflicts to maximize leadership availability and productivity.
• Prepare leadership for meetings and engagements by coordinating agendas, briefing materials, read-ahead packages, attendee lists, logistics, and follow-up actions.
• Receive, route, track, and follow up on correspondence, taskers, information requests, and action items under authorized government direction.
• Maintain leadership action logs and trackers; monitor deadlines, obtain status from responsible parties, and elevate time-sensitive risks or issues through appropriate channels.
• Organize leadership reviews, governance meetings, and other executive engagements; document meeting outcomes, decisions, and approved follow-up actions.
• Draft, review, and refine executive correspondence, memoranda, meeting notes, briefings, presentations, and status reports for clarity, accuracy, and professional tone.
• Coordinate approved travel, visitor access, and meeting logistics in accordance with applicable government travel, security, and facility-access procedures.
• Maintain organized electronic and physical records, including executive correspondence, reports, briefing materials, decision records, and supporting documentation, in accordance with agency records-management requirements.
• Manage approved SharePoint, Teams, and other collaboration repositories used to support leadership coordination, ensuring materials are current, organized, and accessible to authorized personnel.
• Handle sensitive correspondence, Controlled Unclassified Information (CUI), and classified materials when authorized, in compliance with applicable security and information-handling requirements.

Reporting and Administrative Analysis

• Compile executive summaries, status reports, dashboards, and decision-support packages that provide leadership visibility into approved priorities, milestones, risks, dependencies, and emerging issues.
• Coordinate cross-team inputs for leadership reporting, ensuring information is complete, accurate, timely, and appropriately attributed.
• Develop and maintain spreadsheets, charts, presentations, and reports using Excel, PowerPoint, and approved reporting tools.
• Support administrative coordination across government offices, technical teams, contractors, and approved mission partners to facilitate timely communication and execution of government-directed actions.
• Exercise discretion and sound judgment in handling competing demands, protecting sensitive information, and escalating matters requiring government or contractor leadership attention.

Qualifications:

Education and Experience

• Bachelor’s degree in business administration, management, communications, information systems, or a related field; equivalent relevant professional or military experience may be substituted.
• Four (4) or more years of progressively responsible executive support, administrative, project coordination, or executive operations experience preferred.
• Prior experience supporting senior government, military, or comparable organizational leadership strongly preferred.
• Demonstrated ability to prepare executive-level written products; manage sensitive information; independently organize workload; manage competing deadlines; and follow through on complex actions.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and approved collaboration and workflow-management tools; experience with Power BI or comparable reporting tools preferred.
• Familiarity with federal or DoD executive correspondence, records management, governance processes, and information-security practices preferred.

Certifications

Preferred: Relevant Microsoft Office, project coordination, administrative professional, or data-reporting certifications.

 

Clearance

This position requires an active Top Secret security clearance with SCI eligibility. The selected candidate must be able to maintain required access throughout employment.

 

Work Location and Travel

This position requires onsite work at the designated government customer location four (4) days per week, in accordance with contract requirements. Regular onsite presence is essential to provide timely, effective coordination and communication with customer leadership, government staff, technical teams, and other stakeholders; support in-person meetings and secure work activities; and maintain responsiveness to evolving priorities and time-sensitive actions.

 

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.

Scope and Authority

This contractor position provides administrative, coordination, and reporting support under authorized government direction and within the contract’s scope. The Executive Assistant may prepare materials, coordinate inputs, track actions, facilitate communications, and support leadership processes. The position does not establish government priorities; direct government personnel; approve government products, funding, or requirements; issue official government direction; exercise inherently governmental functions; or make final agency decisions.

 

The Nakupuna Companies use a market-based compensation strategy to ensure that our 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 $70,000.00 to $110,000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.