Executive Assistant

Executive Assistant

The Executive Assistant provides executive-level administrative support to senior leadership and staff within the DASA-FOI organization and plays a central role in ensuring the efficient operation of the office. This position requires a highly experienced and proactive professional who excels in managing complex calendars, coordinating cross-functional activities, and maintaining awareness of high-priority administrative and operational tasks. The ideal candidate will possess 3 to 5 years of administrative experience, including experience supporting senior leadership within the Department of Defense or a federal government environment. An active Secret security clearance is required.

Chickasaw Nation Industries, Inc. serves as a holding company with multiple subsidiaries engaged in several lines of business 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

• The ability to obtain, maintain and access classified information at the Secret level.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Demonstrated experience managing Microsoft SharePoint, including site maintenance, document libraries, user access, and collaborative features.
• Familiarity with Army administrative procedures and correspondence formatting.
• Strong written and verbal communication skills.
• Excellent time management, organizational, and multitasking abilities.

Key Duties and Responsibilities

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

• Manage Microsoft Outlook calendars, including scheduling, rescheduling, and coordinating meetings with internal and external stakeholders.
• Collaborate with other executive and administrative personnel to ensure synchronized scheduling and timely calendar updates.
• Monitor and provide daily updates on all calendar changes, high-priority meetings, and schedule conflicts.
• Draft, review, edit, and route correspondence and official documents in accordance with Army formatting and standards.
• Monitor and respond to incoming emails; coordinate responses with appropriate team members or departments.
• Ensure timely submission, tracking, and follow-up of documents across various administrative processes, including HR-related actions.
• Manage and maintain directorate SharePoint sites, including creating and organizing folders, uploading and archiving documents, managing permissions, and supporting collaborative workflows.
• Support in-processing and onboarding of new personnel (civilian, military, and contractor), ensuring proper documentation and compliance with internal procedures.
• Maintain accountability for directorate-wide administrative processes, proactively following up on taskers and offering support as needed.
• Monitor and manage directorate-level taskers using the Army's task tracking system.
• Create, update, and organize tasker folders and documentation; ensure timely status updates and completion of assigned actions.
• Lead the coordination, editing, and submission of the Internal Weekly Report (IWR) and Weekly Activity Report (WAR), collecting inputs from senior leaders and staff.
• Provide quality assurance checks on all submissions to ensure proper formatting, grammar, and alignment with organizational standards.
• Ensure final reports and related documentation are stored and version-controlled in SharePoint.
• Prepare and submit travel authorizations and vouchers in the Defense Travel System (DTS).
• Plan and support monthly engagements and meetings with senior leadership and other stakeholders, ensuring all logistical and administrative needs are met.
• Maintain and update the Long-Range Calendar for the Directorate.
• Track and confirm daily check-ins for accountability.
• Provide ad hoc support as required.

Education and Experience

Minimum of ten (10) years of administrative experience, with at least five (5) years supporting senior executives or senior military leadership in a DoD or federal setting.

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).