Chickasaw Nation Industries Hiring for Executive Administrative Assistant – Corporate – R5014-2603 at Norman, Oklahoma Full Time

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SUMMARY

The Executive Administrative Assistant provides administrative and
general office support for top level corporate executives. This position
works alongside the executive to support their efforts in implementing
business strategy, mission and core values, plans and goals. Work
involves conducting basic research, drafting reports, handling
information requests and performing clerical functions such as preparing
correspondence, receiving visitors, arranging conference calls, travel
requests, travel reimbursements, maintaining calendars and creating
presentations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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

Responsible for maintaining a focus on providing efficient, high-quality
service to the employees of Chickasaw Nation Industries, Inc., (CNI) by
responding to questions, providing accurate information, following up on
concerns and issues, maintaining confidentiality, consistency and
thorough documentation regarding all areas of Human Resources.

Manage the day-to-day operations of the office while providing general
administrative and office support to a top level, corporate executives.

Coordinate travel arrangements, itinerary, reservations, maps and
correspondence on behalf of the executives.

Professionally administers incoming calls on behalf of the executives.
Ensure calls are redirected accordingly.

Coordinate department events and other special occasions. Plan any
special arrangements such as lodging, meals, transportation, etc.

Schedule and plan meetings/appointments, which may include booking
facilities, overseeing meeting room set up, coordinating and preparing
reminders/agenda/meeting materials/handouts/PowerPoint presentations,
taking minutes and refreshments.

Manage the executive’s calendar and phone. Track and record tasks and
deadlines.

Prepare and edit a wide variety of correspondence, reports and other
documents/special projects using word processing, spreadsheet,
presentation and database software.

Greet visitors in a professional, friendly manner. Provide quality
customer service and resolves routine inquiries on behalf of the
executive.

Ensure that the executive’s mail is received, sorted, and forwarded to
the appropriate person, which may include faxes and email.

Manage projects and conducts research at the request of the executive.
Develop and maintain project files and contact information.

Organize and maintain office filing system ensuring all files are
current and up to date. Retrieve information from files when needed.

Assist with photocopying, filing, and faxing as necessary.

Responsible for aiding in own self-development by being available and
receptive to all training made available by the company.

Plan 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.

CNI CORE COMPETENCIES

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, lea ership abilities, commitment to Affirmative
Action, reliability / dependability, flexibility and ownership /
accountability of actions taken.

COMPLIANCE

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

Associate’s degree in a related field such as Business Administration
or Office Administration, and minimum of three (3) years relevant
experience supporting a senior level executive, or equivalent
combination of education / experience.

CERTIFICATES/LICENSES/REGISTRATION

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

Ability to work independently on assigned tasks as well as to accept
direction on given assignments.

Ability to handle highly sensitive, confidential information with
exceptional dis