GCCS - Executive Assistant; Unit Program Coordinator

Position Location:

Hampton Roads, VA (fully onsite)

Makai is an NHO 8(a) that specializes in C5

ISR 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 (Dev Sec Ops ), and process improvement.

• 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 proper handling, storage, and routing of classified and unclassified documents and materials in accordance with DoD and Air Force security regulations, and that all formatted deliverables comply with 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 in accordance with ACC/A3EA guidance.

• 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.

• Associate degree in any discipline.

• Active DoD Secret security clearance.

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

• Up to 10%.

• Work will be performed inside a large facility. An inside environment may be a cubicle (closed 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…