Executive Assistant to the CEO: Open Until Filled

Executive Assistant To The Chief Executive Officer

The Executive Assistant to the Chief Executive Officer (CEO) is a vital role within Tribal Administration. The incumbent will work closely with the CEO to ensure a seamless operation of daily activities including but not limited to: planning, organizing, overseeing, and coordinating the CEO office functions. This may include managing schedules, assignment to special projects, attendance at public and confidential meetings, facilitating internal/external communications, facilitate travel, and more.

Duties:

• Schedule meetings and manage a complex calendar for the CEO.
• Catalog the projects the CEO is responsible for and the progress of each project, so as to best leverage the CEO's time.
• Assisting in research and analysis of factual and legal issues, laws, agency decisions, precedent; rules, regulations, guidelines, and polices to determine their impact on the Tribe, programs and/or services.
• Provide strategic support to ensure the CEO has the time, resources, and materials needed to accomplish their goals.
• Coordinate travel for the CEO, process advances and reconciliations. Track credit card expenses.
• Keep the CEO organized with meeting materials and immediate priorities (who needs what by when); this includes email inbox management, and communication/response strategies.
• Manage all incoming email, mail and messages across all media channels on behalf of the CEO by responding, organizing, and escalating priority messages when appropriate.
• Help to organize, plan and manage small to large events and meetings when requested by the CEO.
• When requested, sit in on meetings in person or virtually and take detailed notes, as well as communicate and manage follow up from all parties involved.
• Develop and maintain an accurate contact database.
• Assist in managing access to various federal, state and non-profit grant reporting websites.
• Recommends changes to existing procedures and programs to improve effectiveness, timelines, productivity and cost efficiency of programs and functions.
• Responds to public records requests in accordance with legal timelines and coordinates with appropriate administrators to carry out requests.
• Composes difficult and complex professional correspondence independently on a variety of matters. Prepares outlines, talking points, and text for public proceedings. Oversees, reviews, and/or prepares correspondence for signature. May initiate routine correspondence as the CEO's representative.
• Other duties as assigned.

Requirements:

Bachelor's degree in business or public administration and 2 years of experience as Executive Administrative Assistant or an equivalent combination of executive secretarial, legislative, journalism, and/or public affairs roles.

Knowledge of:

• The mission, functions, policies, procedures and general administration of the Tribal government.
• Working knowledge of the Tribal Code, Council processes and authorities, and management practices.
• In-depth knowledge of executive office staff administration and confidential record keeping.
• Well-developed knowledge of and skill at using proper English usage, grammar, spelling, and punctuation to take meeting recollections and prepare documents.

Experience in:

• Proficient use of Microsoft Office applications.

Ability to:

• Oversee and coordinate complex office and administrative support functions.
• Exhibit strong interpersonal skills, multi-tasking ability, and time management skills.
• Adhere to strict confidentiality standards.
• Problem solve and identify and resolve problems in a timely manner.
• Maintain a high level of attention to detail and accuracy.
• Plan, organize, prioritize, delegate and review work in order to meet schedules and timelines.
• Write supporting documentation, talking points, and routine correspondence.
• Communicate with a wide range of contacts within and outside the CEO office with tact, professionalism, and courtesy, and in a manner that reflects positively on the Administration and Tribe.

Other:

• Exhibit excellent organizational skills.