The Executive Administrative Assistant provides executive level administrative support for our client at the CDC Division, Office of Director (OD). The Executive Administrative Assistant will independently manage multiple priorities over a wide variety of administrative and operations support functions.
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.
Expert level experience using Concur Travel Tool, Microsoft Outlook Calendar, and CDC TASNet is required.
Customer Service focused, strong interpersonal skills and an understanding of public service.Integrates a variety computer skills and advanced knowledge of Microsoft Office software.
Strong verbal, oral, written communication, decision-making, problem-solving, and organizational skills.
Ability to work office machinery such as copiers, scanners, shredders, etc.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Essential duties and responsibilities include the following. Other duties may be assigned.
Provides administrative, coordination and procedural support to office staff with key activities, special projects, fare share, telework, travel, records management and updating of Standard Office Procedures (SOPs).
Works closely with the staff and the Associate Director to review, track and manage workflow.
Assists in tracking and projecting travel needs, managing the travel request process for international and domestic travel, making travel arrangements via CDC Concur, prepares travel folders including emergency assistance and boarding documentation, develops trip report documentation, and prepares expense reimbursement requests.
Manages the calendar of the Associate Director, organizes meetings, prepares agendas, documents meetings, and engages with internal and external partners and stakeholders.
Gathers policy information from the staff to draft monthly and quarterly reports for the Policy Office.
Plans, schedules and cancels meetings including reserve and verify meeting locations/conference rooms, meeting attendees, and conference bridge lines and/or video conferencing details. Updates meeting details when dates, times, locations and materials are changed. Reviews calendar and tracks weekly activities and tasks.
Prepares all required materials and documentation for meetings, which includes printing and collating documents, assembling binders, and presentations (when needed), making copies, and formatting documents, spreadsheets, memoranda and letters.
Maintains an inventory of office supplies, including organizing the storage of office supplies and notifying the designated Point of Contact when supplies need to be purchased.
Picks-up, sorts and distributes daily incoming U.S., FedEx and interoffice mail for OD staff.
Serves as a scribe during meetings and compiles meeting notes, reports, briefing materials, and prepares agendas and background materials.
Completes necessary security clearance process for visitors to CDC and serves as an escort for the Office of Director offices.
Prepares personnel/human resource forms, procurement requests and forwards to appropriate resource staff for processing.
Compiles and collects for training and conferences, registration forms and accompanying required documentation for processing on behalf of NCHHSTP OD program staff attending approved training sessions/classes, conferences and seminars.
Routinely monitors and inspects meeting rooms to ensure rooms are ready for use, including ensuring the conference rooms are tidy, orderly and trash free prior to meetings. May require some lifting.
Serves as the primary coordinator for internal and external meetings with the DVH OD leadership to include planning, coordinating, updating, managing meeting correspondences, scheduling meeting conference calls, video conferences, and conference rooms. Reviews and tracks weekly meetings and/or DVH OD activities and tasks in Microsoft Outlook.
Maintains simple action-tracking databases using standard software CDC offers for data management (e.g., Excel, Access). Type of data tracked include policy-related inquiries directed to Policy/Comms Office (e.g., Freedom of Information Act (FOIA) requests, Congressional inquiries issues management requests, etc.) for which information of timeliness of response must be captured.
May serve as backup for other assistants as needed.
Assists with special projects as needed.
EDUCATION/EXPERIENCE REQUIRED
Associate’s degree preferred, and minimum of five (5) years’ relevant administrative experience, including prior experience supporting CDC in an administrative capacity. Expert level experience using Concur Travel Tool, Microsoft Outlook Calendar, and CDC TASNet is required.
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 10 pounds and occasionally lift and/or move up to 25 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
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).