Executive Assistant II

The Executive Assistant II provides executive administrative and operational support to senior leadership and staff. This position plays a key role in facilitating the smooth functioning of the office by supporting calendar management, meeting coordination, correspondence review, and routine operations. The Executive Assistant II also supports SharePoint document management, onboarding logistics, and task tracking, while exercising discretion and judgment in handling sensitive matters. The ideal candidate demonstrates strong multitasking, communication, and organizational skills in a fast-paced environment. 

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 possess and maintain an active Secret security clearance and be eligible for access to classified information at the Secret level. Experience interacting with Army stakeholders supporting similar scope and scale of services is preferred.   

Experience working successfully within a mature shared services-based capability for enterprise-level customers is preferred. 

KEY DUTIES AND RESPONSIBILITIES  

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

Provides executive-level administrative support, managing daily operations with professionalism and attention to detail. 

Manages executive calendars using Microsoft Outlook, including scheduling, rescheduling, and coordinating meetings with internal and external stakeholders. 

Coordinates visitor access requests, welcome packages, and sponsorship responsibilities for new personnel; support onboarding and in-processing activities. 

Assists with the onboarding of new staff by coordinating orientation logistics, preparing materials, scheduling initial meetings, and ensuring proper documentation is completed. 

Prepares agendas, read-ahead materials, and manage logistics for meetings, including conference room scheduling and setup. 

Monitors and maintains directorate SharePoint sites by organizing folders, uploading and archiving documents, managing permissions, and ensuring version control. 

Drafts, reviews, and edits official correspondence in accordance with Army formatting standards (e.g., AR 25-50). 

Responds to email inquiries, coordinate internal follow-ups, and ensure timely tracking and resolution of actions. 

Tracks administrative taskers and deadlines using Army task tracking systems; maintain task folders and status updates.

Assists in the preparation, coordination, and quality review of weekly internal reports such as the Internal Weekly Report (IWR) and Weekly Activity Report (WAR).

Maintains records and perform administrative functions such as document reproduction, personnel roster updates, and office supply inventory management.

Serves as a point of contact for office visitors; answer phones, take messages, and route calls as appropriate.

Supports executive travel planning and coordination, including preparation of travel authorizations and vouchers through the Defense Travel System (DTS) and managing APACS requests. 

Contributes to the development and maintenance of standard operating procedures (SOPs), workflows, and process maps. 

Assists with planning and execution of internal events, staff recognitions, and milestone celebrations. 

EDUCATION AND EXPERIENCE 

Bachelor’s degree and four (4) to six (6) years of progressively responsible administrative experience, including direct support t