Correspondence Manager

Nakupuna Consulting is looking for a Correspondence Manager to join our team of talented consultants providing professional services to support a client of Office of the Secretary of War (OSW).

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 reasons.

Process incoming correspondence, including email and facsimile, to route communication to the appropriate individual in the office for response and action.
• Author, review, and edit drafts of notes, internal memoranda, and official correspondence. Track and maintain visibility on taskers and open actions based on inputs and guidance from senior staff in the office.
• Provide strategy and transformation meeting support by planning and arranging for meetings, prepare meeting materials and strategic communications and recording and disseminating minutes; develop and track of correspondence, reports, and briefing materials; maintenance of a document library as it pertains to the client, due diligence, and client strategic and mission activities.
• Provide Program Administration support, to include assisting client leadership with scheduling and execution of meetings, day-to-day business operations of the office, communication with program stakeholders, leadership correspondence, and Congressional task tracking.
• Support client executive leadership in all task areas as directed.
• Support executive leadership in managing and oversight of specific industrial base initiatives, task forces, interagency initiatives, and operational activities.
• Provide quality assurance on all products prior to dissemination.
• Assist the government site/office managers with administration and operational activities such as but not limited to facilities management, security management, escorting visitors, records management, on-boarding/off-ramping of client personnel, communication management.
• Coordinate, consolidate and draft responses for congressional letters, inquiries, and requirements for client, including coordinating input and responses from across all client organizations.
• Independently and proactively transmit information, obtain and assemble data, prepare and review presentations, communicate inside and outside of the directorate, and deconflict calendar and event scheduling.
• Integrate support activities to ensure leadership is prepared for meetings and engagements on a routine basis and in a timely manner. Process incoming requests and communications requirements to appropriately triage, address, and record internal and external correspondence.
• Directly manage, maintain, and synchronize complex calendars and schedules of executive personnel. Proactively manage executive calendars with attention to accuracy, detail, and allocation of time to promote productivity. Recognize the need to resolve conflicts, orchestrate change, and reprioritize as appropriate.
• Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the organization. Interface with the public and guests visiting the organization. Greet and escort high-level officials.
• Maintain electronic copies, and paper copies as directed by the Government, of all office documents such as letters, memoranda, reports, and briefings.

Skills/Qualifications:

• B.A./B.S. Degree is required, or seven (7) years of executive assistance experience supporting senior level defense officials.
• 1+ years of experience with Correspondence and Task Management System (CATMS) required.
• 3+ years of experience supporting Government or Military executives is strongly desired.
• Proficient skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, and use of office equipment is required.
• Excellent oral and written communication skills geared towards executives.
• Demonstrated ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations.
• Ability to prioritize, multi-task, plan, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.

Clearance Requirements: This position requires an active TS/SCI security clearance. Must be a U.S. citizen.

Location: Work is performed on government site at the Pentagon in Arlington, Virginia.

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.