Senior Executive Assistant

775 Chickasaw Strategic Pointe, LLC; Washington (District of Columbia); On-site; USD 62,000 - 87,000; Full time

Benefits offered by this job

Medical Dental Vision

Life Insurance

STD/LTD Insurance

401(k) Immediate Vesting

Professional Development

Legal Aid

Fertility Assistance

Paid Time Off

Federal Holidays

Job summary

Chickasaw Nation Industries, Inc. (CNI) seeks a Senior Executive Assistant to support the Director and senior leaders within the Department of Energy. The role encompasses executive, administrative, and scheduling duties, ensuring smooth office operations and policy adherence.

The EA will manage sensitive information with discretion, coordinate complex travel, calendars, and high-level communications, while contributing to process improvements and VIP visitor management.

Qualifications

• Bachelor’s degree preferred with 8+ years high-level executive support experience.
• Experience supporting C-level executives.
• Ability to perform confidential, complex administrative support with discretion.
• Superior communication, organizational, and time management skills.

Responsibilities

• Manage complex travel for senior Directors, including itineraries and visa processing.
• Coordinate calendars for leadership and staff; plan meetings and events.
• Draft high-level correspondence; handle calls and messages.
• Provide confidential administrative support and workflow facilitation.
• Prepare documents and presentations for high-level meetings.
• Reconcile government travel credit card statements.
• Manage information, reports, and technical handouts.
• Coordinate VIP visitor services and reception.
• Space planning and office management.
• Cover for federal admin assistants and take on additional duties as needed.

Skills

Travel management

Calendar coordination

High-level communication

Confidentiality

Administrative support

Education

Bachelor’s degree in a relevant field

8+ years executive support experience

Experience supporting C-level executives

Job description

SUMMARY

The Senior Executive Assistant (EA) will play a pivotal role in supporting the Director and other senior leaders within Department of Energy. The EA’s day-to-day responsibilities encompass executive, administrative, and scheduling, ensuring all facets of office management run smoothly and efficiently. The EA is responsible for establishing and monitoring office procedures, policies, and schedules, as well as coordinating both office and organizational activities. Alongside these core duties, the EA handles a variety of special assignments and projects that contribute to the overall success of the organization. Given the fast-paced and dynamic nature of our environment, the EA must be highly proficient in managing sensitive and confidential information. Attention to detail, excellent judgment for triaging priorities, and strong instincts are essential attributes for excelling in this role. The ability to thrive amidst shifting demands and to perform responsibilities with discretion and professionalism is key. 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.

ESSENTIAL REQUIREMENTS

Must be able to obtain and maintain the required customer clearance for access to systems, facilities, equipment and property.

KEY DUTIES AND RESPONSIBILITIES

• 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.
• 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.

EDUCATION/EXPERIENCE

Bachelor’s degree in a relevant field is preferred and a minimum of eight (8) years’ high-level executive support experience, preferably in the federal government. 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.

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 accommodation 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 twenty-five 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.

The estimated pay range for this role is $45.29/hour-$62.50/hour, with the final offer contingent on location, skillset, and experience.

EOE including Disability/Vet 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) – (11) Federal Holidays Training and Development Opportunities

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

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.