Senior Executive Assistant

Job description

SUMMARY The Senior Executive Assistant (EA) will play a pivotal role in supporting the Director and other senior leaders within Department of Energy. The EA’s day-to-day responsibilities encompass executive, administrative, and scheduling, ensuring all facets of office management run smoothly and efficiently. The EA is responsible for establishing and monitoring office procedures, policies, and schedules, as well as coordinating both office and organizational activities. Alongside these core duties, the EA handles a variety of special assignments and projects that contribute to the overall success of the organization. Given the fast-paced and dynamic nature of our environment, the EA must be highly proficient in managing sensitive and confidential information. Attention to detail, excellent judgment for triaging priorities, and strong instincts are essential attributes for excelling in this role. The ability to thrive amidst shifting demands and to perform responsibilities with discretion and professionalism is key. Chickasaw Nation Industries, Inc. serves as a holding company with multiple subsidiaries engaged in several lines of business ( Business Services, Health, Infrastructure and Engineering, Mission Optimization, Technology and Transportation ) for the federal government and commercial enterprises. A portion of our profits is used to support Chickasaw citizens. We are proud to support the economic development and long-term viability of the Chickasaw Nation and its people. CNI offers premium benefits eligible on the first day of hire to full time employees; (Medical - Dental – Vision), Company Life Insurance, Short-Term and Long-Term Disability Insurance, 401(K) Immediate Vesting, Professional Development Assistance, Legal Aid Assistance Program, Family Planning / Fertility Assistance, Personal Time Off, and Observance of Federal Holidays. As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act . ESSENTIAL REQUIREMENTS Must be able to obtain and maintain a Public Trust and requires U.S. Citizenship status. KEY DUTIES AND RESPONSIBILITIES Essential Duties and responsibilities include the following. Other duties may be assigned. Comprehensive Travel Management: Manages complex travel arrangements for senior Directors, including itinerary planning, bookings, Visa/Passport processing, and compliance with international travel protocols. Advanced Calendar and Meeting Coordination: Maintains calendars for leadership and staff, coordinates with various entities, and oversees special events and meeting arrangements. High-Level Communication and Correspondence Management: Handles calls, manages messages, and responds to requests while drafting high-level correspondence for internal and external communications. Strategic and Confidential Administrative Support: Manages sensitive matters discreetly, provides comprehensive support including calendar management, meeting coordination, and workflow facilitation. Document and Presentation Preparation: Prepares and manages essential documents and presentations, assisting in materials for high-level meetings and events. Financial Oversight: Reconciles Government travel credit card statements and manages financial documentation with attention to detail. Information and Document Management: Develops, revises, and maintains key documents, compose reports, and assists in creating technical handouts. Data Compilation and Analysis: Participates in information collection and analysis on specialized topics. Continuous Process Improvement: Identifies and implements administrative process improvements. Emergency Response Coordination: Coordinates responses to urgent situations with professionalism. VIP Visitor Facilitation and Reception Management: Provides visitor services, manages the reception area, and handles executive contacts. Space Planning and Office Management: Manages space planning, office supply distribution, and mail management. Supplementary Administrative Responsibilities: Covers for federal administration assistants and handle additional duties as required. Plans daily activities within the guidelines of company policy, job description, and supervisor’s instruction in such a way as to maximize personal output. Responsible for aiding in own self-development by being available and receptive to all training made available by the company. EDUCATION/EXPERIENCE Bachelor’s degree in a relevant field is preferred and a minimum of eight (8) years’ high-level executive support experience, preferably in the federal government. Prior experience supporting C-level executives. Ability to perform complex, sensitive, highly responsible, and confidential office administrative, secretarial, and clerical support functions. Proven ability to manage tasks with confidentiality and discretion. Superior communication, organizational, and time management skills. 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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk, and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic. The estimated pay range for this role is $45.29/hour-$62.50/hour, with the final offer contingent on location, skillset, and experience. EOE including Disability/Vet CNI offers a comprehensive benefits package that includes: Medical Dental Vision 401(k) Family Planning/Fertility Assistance STD/LTD/Basic Life/AD&D Legal-Aid Program Employee Assistance Program (EAP) Paid Time Off (PTO) – (11) Federal Holidays Training and Development Opportunities Your application submission will be considered for all potential employment opportunities with Chickasaw Nation Industries (CNI). *Please note, that this position is contingent upon the award or funding. The essential duties, experience, education requirements, and salary are subject to change. *