Senior Executive Assistant
Job Description
Senior Executive Assistant
Company Overview:
KMS Solutions, LLC is a technical management / solutions company that specializes in engineering, analysis, and cyber security. Founded in 2005, KMS is a certified small business with nearly two decades of experience supporting the Department of Defense as well as many other departments and programs critical to our Nation’s security and well-being.
KMS is a three-time winner of the USA Today Top Workplaces recognizing quality workplace cultures across the United States who put their employees first. Additionally, we have received multiple Regional Top Workplace awards and Culture Excellence Awards for Compensation & Benefits, Innovation, Leadership, Purpose & Values and Work-Life Flexibility.
Position Summary
The Senior Executive Assistant will serve as a trusted, highly autonomous partner to executive leadership within the Director Submarine Programs office, providing seamless, expert-level support within a fast-paced acquisition environment. This role requires a seasoned professional supporting Flag Officer and/or Senior Executive Service (SES) leaders and a proven ability to manage complex, high-visibility schedules with precision and independent judgment. The ideal candidate will bring experience and familiarity with NAVSEA and acquisition operations, and the situational awareness necessary to anticipate priorities, deconflict meetings, and drive actions forward proactively.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Serves as a trusted adviser to the senior leadership in all areas of the organization including the development, direction, and continuity of policies, programs, and operations.
- Facilitate communication and action management at multiple echelons/levels, ensuring talking points and deliverables are in-line with the executive messaging and expectations.
- Maintain a close and highly responsive relationship with the day-to-day activities of the office and the Directorate.
- May assist with special assignments, studies, or actions.
- Performs a variety of administrative and action management duties and responsibilities requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office including, but not limited to, the following based on overall organizational needs:
- Skill in office management and administrative operation requirements, strategies, techniques, and activities to manage numerous complex and competing priorities.
- Prepares, reviews, distributes Navy correspondence.
- Maintains email distribution lists and updates monthly to ensure accuracy.
- Works with leadership to ensure tasks are being worked by staff and tracks to completion.
- Maintains executive calendar and supports executive travel administration.
Required Education and Experience
- Minimum of 15 years of relevant professional experience in executive assistant and front office roles.
- Proven experience supporting Flag Officer and/or Senior Executive Service (SES) in a senior executive assistant role.
- Prior experience supporting Naval Sea Systems Command (NAVSEA) or supporting organizations.
- Experience managing travel in DTS and drafting and editing correspondence, documents, instructions, policies in accordance with the Navy Correspondence Manual and style guides.
Preferred Education and Experience
- Bachelor’s degree.
Competencies
- Required Technical Skills: Expert-level proficiency in the Microsoft Office Suite
- Calendar Management: Extensive experience with complex schedule maintenance and deconfliction.
- Autonomy & Judgment: High-level ability to understand SES priorities and independently decipher/prioritize meeting requests without needing to consult the SES.
- Work Ethic: Highly proactive nature with strong task and action item tracking capabilities.
- Excellent verbal and written communication skills, as well as presentation skills.
- High comfort level working with and around all military/organizational levels, clients, customers, suppliers, and visitors.
- Must be highly reliable and demonstrate personal initiative to operate in a fast-paced environment with changing priorities.
- Demonstrate ability to be a team player; works well with others; contributes positively to work/team environment and continually seeks ways to enhance contribution to the team.
- Handles differing situations, problems, and deviations in the work office according to general instructions, priorities, duties, policies and program goals with little direction.
- Desired Technical Skills: Experience creating and managing SharePoint lists, and background or experience in process improvement and/or knowledge management.
Additional Eligibility Requirements
Work Authorization/Security Clearance Requirement
- This position requires the ability to obtain and/or maintain a SECRET DoD Security Clearance and required access to all worksite locations. Security clearances may only be granted to U.S. citizens.
- Legally authorized to work in the United States at the time of hire and throughout employment.
Other Duties:
Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Supervisory Responsibility:
- None
Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms. Must be able to lift up to 20 lbs.
Position Type/Expected Hours of Work:
The typical workday is eight hours in length. Some flexibility in hours may be allowed, with concurrence from the supervisor. Attendance at prescheduled mandatory meetings is required. Must be available during the core work hours as determined by your contract/location and must account for the required number of hours in a pay period to maintain Full-time status.
Telework:
- Position is located at the WNY, in person 5 days a week. Occasional situational telework may be approved by the client.
- Subject to change based on business needs and customer requirements.
Travel:
- Travel up to 10% may be required.
- Subject to change based on business needs and customer requirements.
Benefits and Additional Compensation:
KMS offers a competitive benefits packaging including medical, dental and vision insurances, flexible spending account, PTO, paid holidays, military leave, bereavement leave, 401k / retirement savings plan, professional development and tuition reimbursement, basic and voluntary life insurance / AD&D, short-term and long-term disability, voluntary AFLAC supplemental insurance products and employee assistance plan (EAP) program. Additionally, KMS offers employee referral bonuses and a discretionary annual bonus.
AAP/EEO Statement:
KMS Solutions is an Equal Employment Opportunity Employer and maintains an Affirmative Action Program. We recruit, employ, train, compensate, and promote qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, genetic information, or any other protected status under applicable federal, state, or local laws. Applicants or employees needing a reasonable accommodation during the application or interview process should contact Human Resources.
KMS Solutions is a drug free workplace.
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