Executive Admin Assistant

Summary

The Executive Administrative Assistant provides effective and efficient high-level administrative support including clerical duties, research, preparation of statistical reports, responding to information requests, creating and maintaining the executives' calendars and files, drafting correspondence, memos, scheduling meetings, and making travel arrangements. This position has direct interaction with the Executive Assistant to the Tribal Council and occasionally with the Tribal Council.

Duties and Responsibilities

• Provides overall support to Tribal Executive Officer to meet the goals and objectives set by the Tribal Council. May be delegated tasks as deemed necessary based on requirements set by leadership.

• Manages the daily operations of the executive offices while exercising independent initiative and judgment.

• Maintains tracking and filing systems for various project.

• Monitors budgets through Excel spreadsheets

• Drafts and prepares reports, memos, official notices and communications.

• Serves as Notary Public for all Tribal Government documents.

• Adept in communicating with executive team, directors, managers and other administrative assistants.

• Maintains records management system for important documents including ordinances, resolutions, contracts, miscellaneous records, and reports.

• Receives and reviews incoming items regarding tribal government business including departmental and public requests, memos, contract submissions, action items and reports to determine their significance, plan their distribution and respond as appropriate.

• Screens calls, inquiries, and requests for documents and information

• Works a flexible schedule from time-to-time in order to complete special projects at the directive of Tribal Executive Officer

• Manages the Tribal Executive's calendar, including scheduling meetings and prioritizing sensitive matters.

• Organizes meetings, including scheduling, sending reminders and organizing items to be distributed when necessary.

Performance Requirements and Physical Demands

• To perform this job successfully, an individual must be able to satisfactorily perform job duties, demonstrate excellent work habits, deliver superior service, exhibit the highest degree of professionalism, ethics and integrity while complying with all tribal policies and procedures; confidentiality, ethics, and integrity are paramount.

• Maintain a high degree of professionalism in the workplace, including professional appearance, communication, attendance, reliability and teamwork.

• Maintain a high level of organization, including excellent time management skills that lead to the highest levels of productivity.

• Understand the role and responsibilities of the position and demonstrate proficiency in the position requirements.

• Vast knowledge of Microsoft products (i.e., email, word and excel) and other relevant applications such as Webex and Adobe

• Serve as a contributing Team Member of the Soboba Band of Luiseño Indians, enhancing the Tribe's operations in all of its endeavors.

Education, Experience, and Qualifications

• Combination of education, experience and training that provides the required knowledge, skills, and abilities.

• Minimum 5 years of experience in administrative support role

• Bachelor's degree required; Masters preferred.

• Relevant tribal administrative experience may be considered in lieu of education requirements.

Note: This description incorporates the most typical duties performed. It is recognized that other duties, not specifically mentioned, may also be performed. The inclusion of those duties would not alter the overall scope of this position.

Required

• Current California Driver's License

• All applicants are required to complete the pre-screen Background Clearance and Drug Testing

• Native American preferable and an Equal Opportunity Employer