Executive Administrative Assistant
Chickasaw Nation Industries

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

SUMMARY

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

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

Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.

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 toensure 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.

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 coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will reportanyviolations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.

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.

CERTIFICATES / LICENSES / REGISTRATION

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

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.

LANGUAGE SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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 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.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.

#INDCNI

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!