The Administrative Assistant provides comprehensive administrative, executive, and business services support to the U.S. Department of Energy’s Arctic Energy Office (AE) and the Office of Indiana Energy (IE), ensuring efficient office operations and coordination. The Administrative Assistant provide direct support to the Directors, and their respective staff in all areas of executive, scheduling and administrative support.
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.
ESSENTIAL REQUIREMENTS
Must be able to obtain and maintain the required customer clearance for access to systems, facilities, equipment and property.
Exceptional organizational and multitasking skills with the ability to prioritize shifting demands.
Strong written and verbal communication skills, including the ability to summarize complex information clearly.
Proficiency in Microsoft Office and Outlook (PowerPoint, SharePoint, Word).
Working knowledge of DOE systems and processes (Concur, AdTrav, DAYS, eDOCs, FTMS).
Ability to work independently and collaboratively in both virtual and in-person environments.
KEY DUTIES AND RESPONSIBILITIES
Essential Duties and responsibilities include the following. Other duties may be assigned.
Serve as the primary point of contact for AE/IE leadership, staff, detailees, DOE offices, and external stakeholders.
Manage executive calendars using strategic and proactive scheduling, including coordination across multiple time zones.
Coordinate and support meetings, briefings, video conferences, and conferences, including logistics and preparation of background materials.
Monitor shared AE/IE inboxes; route inquiries, track responses, and ensure timely follow-up.
Draft, proofread, and coordinate executive and controlled correspondence for internal and external distribution.
Provide comprehensive travel support for AE/IE personnel, including authorizations, vouchers, invitational travel, and international travel coordination using Concur and AdTrav.
Serve as liaison with U.S. Embassy personnel for international travel logistics, country clearances, briefings, and equipment requests.
Coordinate visitor access, building access, and security requirements through DOE systems and Headquarters Security.
Maintain official correspondence, records, and AE/IE central files in accordance with DOE records management requirements.
Coordinate responses to DOE IT and data calls and support integration of Office of Policy processes and procedures.
Perform administrative and special projects in direct support of senior leadership.
Knowledge, Skills, and Abilities
Exceptional organizational and multitasking skills with the ability to prioritize shifting demands.
Strong written and verbal communication skills, including the ability to summarize complex information clearly.
Proficiency in Microsoft Office and Outlook (PowerPoint, SharePoint, Word).
Working knowledge of DOE systems and processes (Concur, AdTrav, DAYS, eDOCs, FTMS).
Ability to work independently and collaboratively in both virtual and in-person environments.
EDUCATION AND EXPERIENCE
Bachelor’s degree and/or (5) years of executive administration experience.
PHYSICAL DEMANDS
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 30 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 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.
EOE including Disability/Vet
The estimated pay range for this role is $ to $XXXX, 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) – (11) Federal Holidays
- Training and Development Opportunities
Your application submission will be considered for all potential employment opportunities with Chickasaw Nation Industries (CNI).