Executive Assistant, Education

Under the direction of the Vice President, the Executive Assistant performs highly responsible administrative duties that are confidential, technical, complex, and varied in nature providing overall support to the Vice President and Education Board. The Executive Assistant coordinates and provides communication and information to external partners, the Tribal community, and internal departments related to all areas of the Education Department. The Executive Assistant champions the goals and priorities of the Tribe in a manner that reflects and upholds the Tribe's vision, mission, and values.

Essential Duties & Responsibilities

1.Manages the flow of confidential information through the department with discretion and effectively keeps leadership, which includes the Education Board, well informed of upcoming commitments and responsibilities, following up appropriately.

Manages calendars and scheduling, organizes programs, coordinates participation in events and conferences, and issues information and invitations. Makes travel arrangements, reconciles, and completes expense reports, as necessary.

Assists in the development and maintenance of four-week look ahead schedules.

2.Coordinates all aspects of Education Board meetings, offsite meetings and retreats including pre-and post-meeting deliverables such as agendas, board books, and executive summary preparation and dissemination.

Attends meetings to take, prepare and distribute minutes and action items to staff and the Education Board as appropriate and maintains files and meeting digital folders.

3.Prepares a wide variety of complex error-free correspondence and statistical data such as annual reports, regulatory and financial reports, and presentations including all supporting documents, tables, charts, and spreadsheets.

Reviews and proofreads items presented for Board consideration for accuracy and notifies the author of recommended revisions.

Researches and provides information to support leadership in the development of policies, budgets, external reports, and Education Board requests.

4.Supports the preparation of the annual budgets; reviews expenditures prior to submission for approvals and ensures adherence to approved amounts or defends variances.

Prepares and maintains spreadsheets/databases and supports the tracking of multi-pillar budgets for the Education department in alignment with the educational code, and updates budgets with data projections and recommends cost reduction opportunities to remain within budget.

Reviews and submits external contracts and proposals; negotiates purchase orders and rental rates for department events and functions. Assists with the timely completion of all CONGA, LAWSON, Concur, Diligent, Reconciliation across all administrative support functions in the department.

5.Performs other duties as assigned to support efficient operation of department.

Education/Experience/Qualifications

• Associate degree in business administration required.

• Bachelor's degree in business administration preferred.

• Minimum of 5 years progressive administrative support experience required. Administrative Assistant at a school site level or District level preferred.

• Minimum of 3 years working in tribal community preferred.

• Executive office experience preferred.

• Experience working in a professional environment where confidentiality, initiative, sound business judgment, attention to detail, and a flexible and adaptable approach are valued.

• Exceptional verbal and interpersonal communication skills, grammar, business writing, and editing, proofreading, and presentation preparation skills are required.

• Extensive experience managing calendars for multiple individuals and determining the priority of meeting requests and events.

• Ability to perform efficiently in a fast paced, high demand environment with a solutions-oriented mindset.

• Ability to prioritize deadlines, organize a diversified workload, and recommend office process improvements as necessary.

• Proficiency with Microsoft Office, Word, Outlook, PowerPoint and Excel.

• Willingness and ability to learn Serrano is required.

Certificates/Licenses/Registrations

• A qualified candidate/employee must have and maintain a valid driver's license with an acceptable driving record as determined by the enterprise's insurance carrier.

• As a condition of employment, incumbents are required to pass pre-employment screening including Live-Scan fingerprinting and tuberculosis (TB) testing.

San Manuel Band of Mission Indians will make reasonable accommodations in compliance with applicable law.

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