Executive Administrative Assistant

Executive Administrative Assistant

The Peoria Tribe of Indians of Oklahoma does not discriminate on the basis of race, color, national origin, sex, religion, age or disability status in employment. Individuals of Indian ancestry will be given preference by law in initial employment or re-employment.

Position Purpose:

The Executive Administrative Assistant is responsible for assisting the Chief/Tribal Administrator and other tribal staff members in the daily administration of tribal affairs. This involves consultation with the Chief/Tribal Administrator on various administrative matters and, at the request of the Chief/Tribal Administrator, attendance at appropriate meetings of the Business Committee, the General Council, with other tribes, the Bureau of Indian Affairs as well as other organizations, federal, and state agencies. The Executive Administrative Assistant is responsible for coordinating the monthly meetings of the Business Committee and the distribution of meeting materials as well as coordination of the annual meeting of the Peoria Council. This position will assume the duties of office manager in the absence of the Chief/Tribal Administrator and will be the back up to the Human Resources duties.

Essential Duties and Responsibilities:

• Respond to correspondence and requests for reports or other information as requested.
• Provide research into governmental regulations, rules, governmental agencies such as BIA, HUD, SBA, IHS, etc.
• Attend meetings as requested and provide a written summary to Chief/Tribal Administrator.
• Maintain personnel files for staff, including current rate of pay, funding source, employee reviews, and employment records.
• Assist all personnel with job-related problems.
• Attend meetings of the Business Committee and assist the Secretary with preparation of the official minutes.
• Prepare agenda and assemble meeting documents for distribution to Business Committee's monthly meetings and annual Peoria Council meeting as well as any special meetings.
• Arrange business travel, including seminar registrations, airline bookings and hotel reservations as requested and assist with preparation of travel expense requisitions and reconciliations as needed.
• Represent the Tribe as member of community and professional organizations as directed by the Chief/Tribal Administrator.
• Assist tribal committees and staff members, as necessary.
• Assist with compilation of information for reports and grant applications.
• Review contracts, agreements and other documents and consult with tribal attorney.
• Maintain administrative files and records.
• Other duties as assigned.

Requirements:

Possess a high school diploma or equivalent.

Higher education preferred.

At least four years of Administrative Assistant experience preferred.

Knowledge, Skills and Abilities:

Must have excellent verbal and written communication skills and interpersonal skills.

Possess knowledge of the Constitution of the Peoria Tribe of Indians of Oklahoma as well as other enacted Acts and Codes.

Must be able to handle confidential and sensitive material/information with discretion.

Organizational and record-keeping skills are necessary for accurate maintenance of files, correspondence, and follow-up.

Proficiency with computers and programs such as Word, Excel, PowerPoint, and Internet.

Certifications:

Valid Driver's License and Insurance.

Conditions of Employment:

The Peoria Tribe of Indians of Oklahoma operates a drug-free workplace.

May be required to submit to and pass applicable drug test and background check.

Adhere to all work rules, policies & procedures, and safety standards.

Work Requirements:

Position involves prolonged sitting, standing, stooping, or bending, lifting, or carrying 30 pounds on a daily basis. Work is generally performed in an office environment with varying levels of lighting, air quality, noise, and / or temperature.