Executive Assistant

Chickasaw Nation Industries, Inc.•Washington, DC

About The Position

The Executive Assistant for the client achieves success in the performance of its mission. The position provides integration of staff actions to facilitate effective management of subordinate elements. Initiates and ensures effective communication, coordination and follow-up actions with subordinate elements, tenant activities, higher headquarters, other services and federal agencies, private companies and professional organizations. Chickasaw Nation Industries, Inc. serves as a holding company with multiple subsidiaries engaged in several lines of business (Technology, Infrastructure & Engineering, Health, Manufacturing, Public Safety, Consulting, 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.

Requirements

An active security clearance is required.
Experience in analyzing policies, systems, operations, and management issues.
Expert knowledge of standard office practices and procedures.
Expert ability to compose correspondence from draft to final version.
Expert in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations
Expert skills to work effectively both individually and in a team environment.
Expert in use of government travel systems, DOE business processes, and Microsoft Windows and Office Suite (i.e., Word, Excel, Outlook, PowerPoint, etc.)
Expert in facilitating teamwork and coordinating efforts for the successful achievement of goals.
Excellent verbal and written communications skills with solid presentation skills.
Exceptional customer service and relationship-building skills.
Ability to schedule, plan and lead meetings.
Bachelor’s degree in a related field of study and a minimum of seven (7) years' relevant experience, or equivalent combination of education / experience.

Responsibilities

Reviews and analyzes incoming staff actions and decision correspondence.
Receives and conducts analyses of staff actions.
Studies and evaluates issues and data presented and based on expert analysis of content and knowledge of functional assignments throughout the organization, may assign actions to appropriate staff elements with specific direction concerning type of response required.
Monitors priority of actions based on the sensitivity of the subject matter, suspense dates and other pertinent data.
Monitors all actions through to completion providing assistance as requested.
Responds to those actions which require general, rather than technical knowledge of programs, actions and functions.
As required, personally composes and/or reviews correspondence requiring a high degree of tactful communicative ability with outside sources.
Manages the day-to-day operations of the client as directed including scheduling meetings, coordinating logistical requirements and flow of information in coordination with the client.
Assesses how best to deal with multiple actions in progress simultaneously, and organizational systems, or staff problems impeding progress.
Develops and maintains administrative and procedural processes that improve the overall efficiency of the client.
Carries out high priority assignments, studies, and projects personally assigned by the client or senior management on a wide variety of sensitive and confidential matters.
Typically, these assignments involve contacts and coordination to obtain necessary information or viewpoints, to resolve differing opinions, or to coordinate decisions of major importance.
Conducts research and analysis of files, records, and other material sources and contacts officials both internal and external to the client for the purpose of obtaining information as required by the client's senior management team or other officials as directed.
Information may be sensitive and require incumbent to exercise judgment in handling of and/or distribution of information.
Serves as the primary point of contact for the Office working closely and directly with other staff and other senior officials to provide guidance on requests from officials to meet or speak with various parties on behalf of the Department.
Guidance and decisions are often asked of the client's senior management team; incumbent must brief management on the basis for requested meetings and provided pertinent background of request.
Coordinates preparation of senior management briefing books and develops presentations and talking points for speaking engagements.
Manages and coordinates travel planning and preparation, including scheduling, preparation of briefing materials, and all travel arrangements including hotel and airline reservations, and prepares travel vouchers and related documents.
Conducts necessary background research and composes and prepares correspondence in final form including replies to recurrent incoming correspondence.
As appropriate, drafts letters of acknowledgement, commendations, notifications, etc.
Processes sensitive documents related to pre-decisional issues in the area of Departmental and managerial, budget, personnel, and administrative management and concerns.
Maintains a good working relationship with the immediate staff and senior officials in the Department, other client staff to gather or provide information, sustain effective liaison efforts, and accomplish assignments.