Senior Executive Assistant DOE
Chickasaw Nation Industries

Job Info

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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 Senior Executive Assistant will provide comprehensive administrative and organizational support to three Senior Directors within the Department of Energy, Office of Policy. Proficient handling sensitive and confidential information and thrives in a fast-paced, dynamic environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Essential duties and responsibilities include the following.

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.

Other duties may be assigned.

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.

Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and co-workers. Will report any unsafe conditions and/or practices to the appropriate supervisor and Human Resources. Will immediately correct any unsafe conditions as the best of own ability.

CNI CORE 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

Minimum 8 years of high-level executive support experience, preferably in the federal government and a bachelor's degree in a relevant field preferred.

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.

CERTIFICATES/LICENSES/REGISTRATION

Must be able to obtain and maintain a Public Trust and have eligibility for Secret Clearance which requires U.S. Citizenship status.

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

Customer Service Excellence: Skills in customer service and public relations methods and techniques.

Language Proficiency: Strong command of English usage, spelling, grammar, and punctuation.

Financial Acumen: Understanding of basic principles and practices of budget preparation and administration, and basic accounting and bookkeeping principles.

Analytical Skills: Proficiency in mathematical principles and ability to analyze data effectively.

Team Player: Team-oriented experience and approach.

Problem-Solving: Ability to think creatively and act with a sense of urgency.

Business Sense: Strong business acumen and judgment-making abilities.

Sensitive Information Management: Discretion in handling sensitive information.

LANGUAGE SKILLS

Ability to read, analyze and interpret common scientific and technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community. Ability to write speeches and articles for publication.

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 solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

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.

CNI offers a comprehensive benefits package that includes:

• Medical
  
• Dental
  
• Vision
  
• 401(k)
  
• STD/LTD/AD&D
  
• Employee Assistance Program (EAP)
  
• Paid Time Off (PTO)
  
• Training and Development Opportunities
  

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

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