Executive Administrative Assistant

Koniag Management Solutions LLC a Koniag Government Services company is seeking an Executive Administrative Assistant with a Secret security clearance to support KMS and our government customer in Mobile position is for a Future New Business Opportunity. We offer competitive compensation and an extraordinary benefits package including health dental and vision insurance 401K with company matching flexible spending accounts paid holidays three weeks paid time off and Management Solutions LLC a Koniag Government Services company is seeking an experienced Executive Administrative Assistant to provide comprehensive day-to-day administrative support for the U.S. Coast Guards Offshore Patrol Cutter (OPC) Project Residence Office (PRO) in Mobile AL. This full-time position requires an organized detail-oriented professional capable of managing correspondence coordinating meetings and travel preparing reports and presentations and supporting senior leadership in a fast-paced government acquisition environment. The ideal candidate will possess exceptional communication skills proficiency in Microsoft Office applications and the ability to handle sensitive information with discretion. Essential Functions Responsibilities & Duties may include but are not limited to:The Executive Administrative Assistant will provide comprehensive administrative support for OPC PRO operations and senior leadership. Principal responsibilities include:Develop PowerPoint presentations emails documents white papers spreadsheets graphs and program documentationRecord detailed meeting notes and action items; distribute to appropriate stakeholdersPrepare recurring and special reports by researching assembling and summarizing material pertaining to OPC PRO functionsReceive review and manage incoming correspondence; establish suspense controls and maintain tracking logsPrepare executive and staff level correspondence and non-technical reports ensuring compliance with formatting standardsReview outgoing correspondence for accuracy proper format grammar and inclusion of necessary background materialsScreen telephone calls and office visitors; determine priority and route appropriatelyMaintain calendars for assigned personnel; arrange modify or decline appointments and invitationsCoordinate conferences meetings and video teleconferences including agenda preparation and logisticsPerform all travel arrangements using USCG travel system including airfare lodging rental cars and travel documentationMaintain detailed itineraries and schedules for official travel and Distinguished Visitor coordinationEnsure adequate provisions for protocol requirements and maintain Command Official Guest RegisterSupport administration collection and submission of data calls with rapid turnaround requirements (often 24 hours or less)Track decisional memoranda MSAM documents agreements (MOUs MOAs IAAs) personnel training evaluations and awardsMonitor documents in concurrent clearance and sequential approval processes; follow up to ensure timely actionResearch and recommend communication tools and products for Industry Days expos conventions and media eventsCreate draft communication products including literature trifolds and handouts for information requestsSupport ceremonial events (keel laying christening commissioning) including correspondence guest lists and documentationCompile statistics and supporting analyses for decision-making processesMaintain office records and file documents; organize and update information repositoriesPerform periodic reviews of office procedures and workflow; recommend improvements for efficiencyEducation and Experience:Required:Bachelors Degree OR minimum of four (4) additional years of relevant experience in lieu of degreeMinimum of four (4) years office environment documentation support experienceClearance Requirement:Secret level security clearanceRequired Skills and Competencies:Proficiency in Microsoft Office software suite including Word PowerPoint and ExcelExceptional written and oral communication skills with attention to grammar and formattingStrong organizational and time management abilities with capability to manage multiple prioritiesAbility to research collect develop and consolidate data for report preparationKnowledge of standard processing procedures and formats for government correspondence presentations and reportsExperience with document processing and records managementProfessional demeanor and ability to interact with senior military and civilian personnelDiscretion in handling sensitive and confidential informationStrong attention to detail and accuracyAbility to work independently and anticipate needsCapability to respond to urgent requests with short turnaround timesExperience with calendar management and meeting coordinationAbility to maintain composure and professionalism in fast-paced high-pressure situationsDesired Skills and Competencies:Experience supporting Department of Homeland Security Coast Guard or Department of Defense operationsFamiliarity with federal government correspondence standards (COMDTINST M5216.4 series)Experience with USCG travel systems and Federal Travel Regulations (FTR)Knowledge of military protocol and Distinguished Visitor support requirementsExperience supporting large-scale acquisition programs or project management officesUnderstanding of Major System Acquisition Manual (MSAM) documentation requirementsExperience with ceremonial event coordination and protocol managementCertified Administrative Professional (CAP) or similar professional certificationExperience with SharePoint document management systemsKnowledge of Department of Homeland Security classification and marking proceduresOur Equal Employment Opportunity PolicyThe company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race color religion creed ethnicity sex sexual orientation gender or gender identity (except where gender is a bona fide occupational qualification) national origin or ancestry age disability citizenship military/veteran status marital status genetic information or any other characteristic protected by applicable federal state or local law. We are committed to equal employment opportunity in all decisions related to employment promotion wages benefits and all other privileges terms and conditions of company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website please get in touch with Heaven Wood via e-mail by calling to request Government Services (KGS) is an Alaska Native Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward leaning technical professional and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers employees and native communities. For more information please Opportunity Employer/Veterans/ Preference in accordance with Public Law 88-352