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 (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

• 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) ye