Senior Executive Assistant
Nakupuna Companies
- Honolulu, HI
- Temporary
- Full-time
- Assisting in the coordination/scheduling of meetings for PES-HI Program Office and assisting the Program Manager (PM) to coordinate and schedule meetings with various MILDEPs and with various stakeholders
- Preparation of correspondence for review and signature, ensuring Department of the Navy correspondence standards are adhered to, letters are correctly formatted, and the text is error free and grammatically correct
- Maintaining, logging, and tracking all correspondence in a centralized location
- Inputting data and maintain the PES-HI financial budget database, providing a monthly financial budget report to the Government
- Updating databases which requires following up with financial technicians at the Comptroller’s Office (N00FM) on recapturing prior years’ unused funds, researching Military Interdepartmental Purchase Requests (MIPRs)/Acceptances, and clarifying and correcting financial information to close out the prior years’ funding
- Coordinating with the Comptroller’s Office to ensure the data in their system matches the data in the PES-HI office
- Conducting inventory and management of office supplies, including researching supply quotes (first checking mandatory sources, like the GSA, before researching U.S. commercial vendors), issuing supplies, preparing purchase orders using the Purchase Request Form (PRF) SharePoint tool, and delivering bi-annual reports on office supply stock and shortages
- Facilitating technical training schedules and prepare travel itineraries for applicable personnel, following Joint Travel Regulations
- Providing support to MILDEP customers with telephone/transport provisioning requirements as well as prepare monthly billing invoices for the military telephone/transport services by utilizing Government-provided databases, records, and software as well as AT&T’s Communication Management Information Tool (COMIT)
- Calculating invoices according to the individual Service’s rate, the number of lines attributed to that customer (flat rate per line), and the number of circuits attributed to that customer (rates vary)
- Utilizing automated database queries to generate a monthly Public Branch Exchange (PBX) activity report, which includes PBX Name, Base, Telephone Numbers Routing, Billable Telephone Numbers, Reserved Telephone Numbers, Trunks, Program Designated Code (PDC), and Job Order Number (JON)
- Creation and provision of a monthly billing invoice summary report, which includes Telephone Number, Line, Base, Service Request, Service Order, PDC, JON, CLIN, NRC, MRC, Install Date, Remove Date, Unit, Quantity, Cost, Price
- Compiling and maintaining a total billable lines report for each central office site, and a PBX database report monthly
- Administer administrative support updating records, tracking, forms, and reports of PES-HI government furnished property to assist with accountability and transfer of equipment
- Tracking the status of Technical Change Proposals (TCP) through the receipt, review, and approval process
- Supporting the maintenance of an Excel spreadsheet for financial reports and coordinating project-based work
- Liaise with internal staff at all levels while interacting with external clients and vendors
- Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures
- A Bachelor’s degree is preferred.
- Requires at least 5 years’ experience providing executive support and office management.
- Limited experience with project management or support to project managers.
- Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.
- Knowledge of standard office administrative practices and procedures.
- Experience in or work for the U.S. military or DoD is highly desirable.
- Ability to lift or carry objects up to 25 pounds without assistance.
- Ability to use stairs and or walk at an incline without assistance.
- Ability to perform repetitive or forceful motions with the hands, wrists, and fingers including frequent bending, raising arms, twisting, and bending neck.
- Ability to engage in and follow audible communications.
- Ability to sit or stand for prolonged periods at a desk, working on a computer.
- Ability to lift, carry, reach (above chest or below knee), kneel, crouch, twist, bend and climb a step stool/ladder(items may include but are not limited to supplies and other materials).