Executive Assistant

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 Department of Energy (DOE) Office of International Affairs (IA) requires an Executive Assistant to support executive level scheduling and administrative tasks in furtherance of its mission. The Executive Assistant will provide full time support in a hybrid work environment to four Deputy Assistant Secretaries (DASes). Anticipate pre-authorized remote work on Monday, Thursday, and Friday, unless otherwise notified, and work onsite in Washington, DC, Tuesday, and Wednesday. The Executive Assistant must be capable of providing consistent high-quality scheduling and administrative support services for four Deputy Assistant Secretaries in IA. 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. Provide senior administrative and technical support services for four senior officials in IA and team support and coordination. Manage meeting requests, complete necessary virtual meeting setups, and manage logistics for in-person meetings. Manages calendars and ensure principals are provided appropriate meeting or event materials in advance. Liaise with other IA staff on scheduling, deadlines, and deliverables. Schedules and books domestic and international travel and complete all required forms in coordination with the IA Conference and Travel Teams. Coordinates with EITS to order equipment for DASes to carry on international travel. Completes vouchers once travel has been completed. Liaise with external stakeholder’s staff to coordinate meetings and events with high level officials to include Embassies, industry, Congress, and non-governmental organizations. Develops office standard operating procedures to include onboarding and offboarding. Maintains records management for the DASes. Responsible for aiding in own self-development by being available and receptive to all training made available by the company. 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 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 report any violations 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 Minimum seven (7) years experience and Bachelor’s degree or equivalent. CERTIFICATES / LICENSES / REGISTRATION N/A. JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES Strong working knowledge of standard office practices and procedures. Strong skills and ability to manage calendars for multiple senior executives. Excellent knowledge of federal government travel requirements and processes. Ability to compose correspondence from draft to final version. Excellent in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations Ability to work effectively both individually and in a team environment. Expert in use of Microsoft Windows and Office Suite (i.e., Word, Excel, Outlook, PowerPoint, etc.) Ability to facilitate teamwork and coordinate efforts for the successful achievement of goals. Excellent verbal and written communications skills with solid presentation skills. Exceptional customer service and relationship-building skills. Ability to schedule, plan and lead meetings. 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 define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. 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. If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us! 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.