Executive Coordinator

Chickasaw Nation Industries, Inc.; Falls Church (VA); On-site; USD 97,000 - 115,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k) Immediate Vesting

Professional Development Assistance

Paid Time Off

Job summary

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

The role manages calendars, meetings, travel, and stakeholder communications to ensure leadership engagements are effectively planned and executed. The position requires a Bachelor’s degree with 3-5 years of relevant experience, DoW/DHA knowledge, and proficiency with MS Office, Teams, Outlook, and SharePoint.

Qualifications

• 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.

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.
• Plan daily activities within company policy and supervisor instructions to maximize output.
• Commit to self-development through company-provided training.
• Keep own workspace neat and safe and report unsafe conditions.

Skills

Top-Secret clearance

DoD DHA knowledge

Executive support

Calendar management

Travel coordination

Communication skills

Multi-tasking

Microsoft Office

Education

Bachelor's degree

3-5 years relevant experience

DHA HQ / DoW HQ experience

Support for General Officer/SES

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.

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

• 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

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

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.

EOE including Disability/Vet

The estimated pay range for this role is $97,200 to $115,000, with the final offer contingent on location, skillset, and experience.

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)

• Training and Development Opportunities

Your application submission will be considered for all potential employment opportunities with Chickasaw Nation Industries (CNI).

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