Executive Assistant
Chickasaw Nation Industries

Job Info

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

SUMMARY

The Executive Assistant is a key member of the front office team supporting the Assistant Secretary of the Army. Responsible for providing administrative support, ensuring the efficient and effective functioning of the office for the Assistant Secretary. Will manage projects, events, schedules, and office activities, oversees administrative staff. Liaises with internal and external stakeholders to facilitate the Assistant Secretary's agenda. This position is for six (6) months.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following.Other duties may be assigned.

Manages Microsoft Calendar for Director. Coordinates, schedules, and updates calendar invites.

Works with other Administrative Support personnel to ensure schedules match.

Supports in-processing of new personnel (civilian, military, and contractor) ensuring appropriate processes are followed for a successful transition into the directorate. Reviews, edits, submits, and tracks documents for various administrative processes to include HR related and day-to-day activities.

Monitors and tracks directorate tasks in the Army's tracking system. Downloads documents and creates tasker folders.

Reviews/responds and/or forwards email inquiries to team for response from other departments.

Supports Director with Defense Travel System (DTS) authorization and voucher submissions.

Collaboratively engages with other departments on accuracy/timeliness for correspondence/signature documents. Maintains accountability for assigned taskers on behalf of Director (follow-up with reminders and offer assistance).

Monitors Daily Check-in.

Updates the Long-Range Calendar on behalf of Director.

Responsible for the Internal Weekly Report (IWR) and the Weekly Activity Report (WAR) which includes, emailing reminders to senior leaders, peers and stakeholders. Collecting and compiling all team's input into the report. Reviews, edits and ensures document is appropriately formatted and content is correct.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

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 keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers.Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.

COMPETENCIES

Responsible for the integration of CNI Core Competencies into daily functions, including commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.

COMPLIANCE

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.

EDUCATION / EXPERIENCE

Bachelor's degree in Business Administration or related field and a minimum of five (5) years of relevant experience, or equivalent combination of education/experience.

CERTIFICATES/LICENSES/REGISTRATION

Must be able to obtain and maintain a Secret clearance which requires US citizenship.

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

Proficient in MS Office and SharePoint.

Strong organizational, leadership, and project management skills.

Excellent verbal and written communication abilities.

Exceptional knowledge in Microsoft Office Suite and other office management software.

Ability to handle confidential information with discretion and professionalism.

Knowledge of government policies, procedures, and regulations is preferred.

Knowledge of Army correspondence and formatting.

Experience working in a military or government environment is highly desirable.

LANGUAGE SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

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 accommodations 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 25 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.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.

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If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!