Executive Assistant (Ooc)

POSITION SUMMARY:

The Executive Assistant manages administrative tasks, coordination of schedules, and ensures efficient office operation and administrative support to the Chairperson.

Roles & RESPONSIBILITIES:

• Manage the Chairperson's calendar and schedule appointments, meetings, and conferences.
• Coordinate travel arrangements, accommodations, and itineraries.
• Screen and prioritize incoming calls, emails, and correspondence.
• Opens, sorts, and distributes correspondence, including email, faxes, and mail.
• Draft and proofread emails, memos, reports, and documents.
• Arrange and prepare materials for meetings, including agendas and presentations.
• Attend meetings, take minutes, and distribute action items and follow-up tasks.
• Organize and maintain electronic and physical files, records, and documents.
• Create content for and manage the Tribe's social media channels.
• Ensure confidentiality and security of sensitive information.
• Process expense reports and reconcile receipts.
• Assist in research and data collection for projects and initiatives.
• Assisting in managing and tracking project deadlines and milestones.
• Oversee the day-to-day operations of the Administration office, including supplying and stocking any common areas, including the staff kitchen and conference room.
• Order office supplies and equipment as needed.
• Liaise with other departments and teams to facilitate smooth operations.
• Identify and address urgent matters and prioritize tasks effectively.
• Anticipate the needs of the Chairperson and proactively provide support.
• Plan and coordinate events, workshops, trainings, and special functions as required.
• Build and maintain positive relationships with internal and external contacts.
• Represent the Chairperson professionally and courteously.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Skilled in Microsoft Office suite.
• Experience using graphic design tools and software (Canva, Photoshop, etc.).
• Effective oral and written communication at all levels, demonstrating mastery of the English language.
• Knowledge of office management procedures and best practices.
• Strong organizational and multitasking skills.
• Attention to detail and a high level of accuracy.
• Strong communication skills, especially relevant to the American Indian/Alaskan Native population.
• Ability to work without consistent, direct oversight to ensure that tasks are accomplished, and deadlines are met.
• Ability to communicate and work effectively with people from diverse socioeconomic backgrounds and education levels.
• Ability to prioritize and plan work activities and develop realistic action plans, effective time management skills.
• Ability to maintain professionalism in all aspects of work; always exhibiting high levels of discretion and good judgment.
• Ability to work under pressure, independently, and as a team player to complete tasks promptly and efficiently.
• Discretion and the ability to handle confidential information.

QUALIFICATIONS:

• High school diploma or GED required.
• Previous experience as an Executive Assistant or in a similar role.
• Knowledge of Tribal communities, specifically the Wilton Rancheria Tribal community preferred.
• Possession of a valid driver's license and transportation, which must be insurable under the Tribes auto insurance policy, is required.
• Must pass a background security check prior to employment.
• Must pass a pre-employment drug screen and random drug tests as requested over the course of employment.
• Must be able to travel and work evening hours and weekends.

Hiring Preference Policy:

Preference is given to qualified Native Americans in accordance with the Indian Preference Act (Title 25, US Code, Sections 472 and 473). All applicants claiming preference must submit verification from tribe or other acceptable documentation of Indian heritage.