Executive Assistant – Administrative Support IV

The Executive Assistant – Administrative Support IV supports the division manager and/or executive at the Federal Aviation Administration. The incumbent helps to improve office management efficiencies by performing a variety of administrative and clerical tasks that support management and functional processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be able to obtain a moderate-level Public Trust clearance by successfully passing a background check consisting of a criminal and credit security investigation. This security investigation requires U.S. Citizenship. 
• Excellent customer service skills.
• Excellent knowledge of standard office practices and procedures.
• Excellent interpersonal, written, and verbal communication skills with the ability to effectively communicate complex information clearly and concisely, and work with staff at various levels.
• Superior organizational and analytical skills with keen attention to detail.
• Superior time management and follow-up skills.
• Must be able to exercise sound judgment while working proactively and effectively with minimal supervision.
• Skilled proficiency in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems, and office automation systems.
• Skilled proficiency in the use of Microsoft Windows and Office programs (i.e. Word, Excel, Outlook, PowerPoint, SharePoint, OneNote, Teams, etc.)
• Experience coordinating travel with a working knowledge of applicable federal travel regulations, GSA, lodging, and per-diem rates, etc.
• Excellent proficiency in the English language. Professional-level grammar, spelling, and punctuation.
• Ability to work effectively both individually and in a team environment.

ESSENTIAL REQUIREMENTS 

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

• Acts as a liaison maintaining good working relationships with executives and other organization staff, exercising discretion and good judgment.
• Polished and professionally answers phones using soft phone or desk phone, coordinates, answers and directs internal, external, and calls from the public; takes and delivers messages as required.
• Supports the division manager and/or executive with calendar management and appointment scheduling.
• Provides collaboration support by scheduling and facilitating video/teleconference (VTC) meetings and briefings. Tracks meeting invite responses and meeting attendance. Using VTC software, presents collaboration documents. Records meeting minutes and action items, and distributes to meeting attendees.
• Works closely with leadership to keep them abreast of current and upcoming commitments and responsibilities, following up appropriately.
• Analyzes multiple data sources to effectively identify, analyze, and communicate, problems and solutions.
• Assists with interoffice correspondence review and coordination, updates branch SharePoint sites with news, documents, data etc. Initiates and tracks requests utilizing forms and software used in workflow processes.
• Assists with timesheet coordination for client review/approval using CASTLE time keeping software.
• Utilizes federal approved travel systems to process travel requests, vouchers and expense reports efficiently and accurately. E2 Travel System experience preferred.
• Provides backup support for other admins as needed.

EDUCATION/EXPERIENCE

High School Diploma or General Education Degree (GED) and ten (10) years relevant experience or equivalent combination of education/experience.  

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. May occasionally 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. May be required to wear safety and personal protective equipment. This position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax and print machines. This position is largely sedentary; however, constant repeating motions that may include the wrists, hands and/or fingers. Seldom lifting of office supplies weighing up to 20 pounds as necessary.

EOE including Disability/Vet 

The estimated pay range for this role is $21 to $24, with the final offer contingent on location, skillset, and experience.   

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).