GCCS - Executive Assistant (Unit Program Coordinator)

Job Description

Job Description

Salary: $75,000 - $85,000

Position Location: Hampton Roads, VA (fully onsite)

Makai is an NHO 8(a) that specializes in C5ISR services, DoD systems integration, business analytics, and the modernization of wired and wireless government networks. Makai provides professional services and technical expertise in mobile/edge computing (deployable 5G), systems engineering, cybersecurity, data migration and storage, software development (DevSecOps), and process improvement.

Makai is seeking a Unit Programs Coordinator in support of the Global Command and Control System (GCCS) contract. Your career at Makai enables the GCCS team to perform manpower assessment and reporting activities.

Essential Duties and Responsibilities:

Tasks the Contractor shall perform include, but are not limited to:

• Provide non-personal administrative, clerical, and minor technical support to the A3O division
• Maintain the Division Chief and Deputies official office calendars and schedule official appointments. Ensure the A3 master calendar is updated with approved official travel and leave.
• Monitor and route official division taskings (e.g., TMT), ensuring responses are formatted and staffed for government review and release. Ensure the proper handling, storage, and routing of classified and unclassified documents and materials IAW DoD and Air Force security regulations, and ensure all formatted deliverables comply with established government standards.
• Draft, format, and review reports, memos, letters, forms, and briefings using MS Office applications. Review and revise documents to correct formatting, grammatical, and structural errors prior to government finalization.
• Answer incoming division phone calls, log messages, and route inquiries to the appropriate internal or external government personnel.
• Compile, format, and route staff packages, coordinating the administrative flow with other divisions within ACC/A3 and their respective staffs.
• Coordinate logistics for official division-level meetings with other A3 division leadership, as well as General Officer (GO)/Senior Enlisted Service (SES) level leadership. Prepare agendas, distribute read-ahead materials, and record, format, and distribute approved meeting minutes.
• Maintain the division data management/file systems to include SharePoint and Air Force Records Information Management System (AFRIMS). Manage and maintain SharePoint site content and access.
• Maintain a tracking system for the routing status of division administrative packages, including performance reports, decorations, and awards.Note: The Contractor shall only track routing status and shall not draft, edit, evaluate, or approve the subjective content of military or civilian personnel actions.
• Maintain and distribute administrative in-processing and out-processing checklists for division personnel. Collect required documentation and track completion accuracy IAW ACC/A3EA guidance.

Years of Experience:

• 4 years of experience performing duties at administrative, clerical, or office management support.
• 4 years of HQ Staff experience or equivalent higher-echelon staff support environment
• Proficiency in Google Workspace and video conference tools

Degree/Education and Training Requirements:

• Associate degree in any discipline

Security Clearance Requirements:

• Active DoD Secret security clearance

Certification Requirements:

• Microsoft Office Specialist (MOS) certification at the Expert level

Travel Requirements:

• Up to 10%

WORKING CONDITIONS

• Work will be performed inside a large facility. An inside environment may be a cubicle (considerations: close quarters, low to moderate noise, bright or dim lighting).
• Work assignments vary based on client requirements.
• Sitting at desk. Phone use and PC or laptop. Filing required. May require lifting and carrying boxes of supplies or files up to 25 lbs. Extended periods of sitting while on PC/laptop or phone.
• General office equipment, which includes telephone, fax machine, copier, PC/laptop, and other miscellaneous office equipment.
• Regular attendance in accordance with established work schedule is mandatory.
• You may be asked to continue performance during inclement weather or other conditions when others are not permitted to work
• Candidates must exhibit professional behavior that promotes teamwork, fosters cooperation, and enhances productivity in the workplace. Must be well organized with the ability to coordinate, prioritize and execute multiple tasks simultaneously in a high-pressure environment.Ability to communicate verbally andin writing to work effectively with a variety of government, military and contractor personnel at all levels.
• Candidates must be able to interface effectively with individuals at all levels of the organization.
• Grooming and dress is usually business casual, but dependent on clients standards. Must not pose a safety hazard to employees working in the same general area.

Estimated Compensation

• $75,000 - $85,000

Individual salaries are determined by a variety of factors including but not limited to employee's experience, skills, education, industry, location, company size, and overall market demand.

GENERAL DESCRIPTION OF BENEFITS AND OTHER COMPENSATION TO BE OFFERED:

• 11 Federal Holidays with Pay
• Vacation (Personal/sick leave)
• Medical, Dental, Vision
• Wellness Participation
• Weight Loss Reimbursement
• Health Care Flex Spending
• Short Term/Long Term Disability
• Simple IRA (Savings Incentive Match Plan)
• Basic Life Insurance
• Tuition Assistance Program
• Employee Assistance Program (EAP)
• Other Paid Absences
• Professional Memberships
• Overtime Pay
• Flexible Spending Account (FSA)

As an EOE/AA employer, Makai, LLC will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.