Executive Coordinator

780 Chickasaw Aerospace, LLC; Falls Church (VA); On-site; USD 60,000 - 85,000; Full time

Job summary

Chickasaw Nation Industries, Inc. is seeking an Executive Coordinator to provide comprehensive administrative and executive coordination support to the DHC Office.

The role manages executive calendars, travel, communications, and meeting logistics to ensure leaders are prepared and engagements executed. The ideal candidate holds a Bachelors degree with 3–5 years of experience, can access Top-Secret information, and is familiar with DoW and DHA protocols.

Qualifications

• Bachelors degree and a minimum of 3-5 years of relevant professional experience.
• Experience supporting high-level government offices is preferred.
• Familiarity with DoW travel systems and executive protocol.

Responsibilities

• Coordinate executive calendars, meetings, conferences, and leadership engagements.
• Prepare executive read-ahead packages and meeting materials.
• Coordinate travel arrangements and executive itineraries.
• Manage stakeholder communications and meeting invitations.
• Track executive correspondence and staffing packages.
• Maintain executive records and document repositories.
• Support protocol requirements for distinguished visitors and senior engagements.

Skills

Executive coordination

Calendar management

Travel coordination

Communication skills

MS Office

SharePoint

Team collaboration

Education

Bachelors degree

Tools

Microsoft Office Suite

Microsoft Teams

Outlook

SharePoint

Job description

Please note, that this position is contingent upon the award or funding. The essential duties, experience, education requirements, and salary are subject to change.

The Executive Coordinator provides comprehensive administrative and executive coordination support to the DHC Office. The position manages executive calendars, meeting logistics, travel coordination, stakeholder communications, and executive correspondence while ensuring leadership engagements are effectively planned, coordinated, and executed.

Company

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.

Benefits

• 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
• Observance of Federal Holidays

Additional Benefits

• 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)
• Training and Development Opportunities

Essential Requirements

• The ability to access classified information at the Top-Secret level.
• Experience supporting the Department of War in the same or similar capacity preferred.
• Requires understanding of and expertise with the Military Health System (MHS) and Defense Health Agency (DHA).
• Strong organizational and customer service skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite, Microsoft Teams, Outlook, and SharePoint.
• Ability to manage multiple priorities in a fast-paced executive environment.
• Knowledge of DoW executive correspondence procedures.

Essential Duties and Responsibilities

• Coordinate executive calendars, meetings, conferences, and leadership engagements.
• Prepare executive read-ahead packages and meeting materials.
• Coordinate travel arrangements and executive itineraries.
• Manage stakeholder communications and meeting invitations.
• Track executive correspondence, staffing packages, and suspense actions.
• Coordinate conference rooms, virtual meetings, and audiovisual support.
• Maintain executive records, organizational files, and document repositories.
• Monitor leadership taskers and provide recurring status updates.
• Support protocol requirements for distinguished visitors and senior executive engagements.
• Assist in preparing routine correspondence and administrative documentation.
• 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.
• Other duties may be assigned.

Education/Experience

• Bachelor’s degree and a minimum of 3-5 years of relevant professional experience.
• Experience supporting DHA Headquarters or comparable DoW headquarters organizations.
• Experience supporting General Officer or SES-level executives.
• Familiarity with DoW travel systems, executive protocol, and task management processes.

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/warehouse setting. Regularly required to use hands to finger, handle, or feel. Regularly required to reach with hands and arms, occasionally above head. Regularly required to twist at the waist, climb and descend stairs while carrying objects. Ability to speak and hear. Frequently required to stand, walk, stoop, kneel, crouch or crawl. Occasionally required to sit and climb or balance. Regularly lifts and/or moves up to twenty-five pounds and occasionally lifts and/or moves up to fifty pounds. Works near moving mechanical parts. Regularly exposed to general office and general office machinery noise. May be exposed to warehouse, truck or forklift noise.

EEO Statement

EEO including Disability/Vet

Salary

The estimated pay range for this role is $60,000 to $85,000, with the final offer contingent on location, skillset, and experience.

About the Company

Chickasaw Nation Industries, Inc. (CNI) is a federally chartered corporation wholly owned by the Chickasaw Nation. Headquartered in Norman, Oklahoma, CNI serves as a holding company with multiple subsidiaries that operate as Limited Liability Companies (LLCs) engaged in several lines of business including Civilian, Defense, Filtration, Network Services, and Research, Development, Test and Evaluation. CNI supports a diverse culture that offers innovative approaches and customer-centered services. When you do business with us, you gain efficient and cost-effective solutions that help safeguard the environment, protect and secure key assets, and connect resources to needs. We are proud to support the economic development of the Chickasaw Nation and to contribute to the tribal mission of enhancing the overall quality of life of the Chickasaw people. A portion of our profits is used to support Chickasaw citizens through a multitude of programs and services such as education, health care, nutrition services, housing programs, legal services, elder and child care and community support programs. Successful economic development is an integral part of the Chickasaw Nation’s operations.