Executive Assistant II

We are currently looking for a Full Time Executive Assistant II to join our Division of Procurement team located at the Brown Building working 8:00AM-5:00PM - Mo Tu We Th Fr.

Summary:

This position is responsible for providing comprehensive administrative support to the Tribal Procurement leadership team. The ideal candidate will demonstrate exceptional organizational skills, the ability to manage multiple priorities, and the capacity to perform efficiently in a dynamic and fast-paced environment. Strict confidentiality and professionalism are required at all times.


Responsibilities:
* Develops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisions
* Assists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the department
* Prepares and provides meeting minutes, agenda creations, and distribution of documents for meetings
* Provides coverage/assist with the front reception desk as needed
* Schedules staff meetings, conferences, and events
* Manages and orders office inventory, equipment, uniforms and/or other operational supplies
* Creates and submits requisitions according to departmental needs
* Develops and maintains documentation as appropriate - files, logs, records, reports, etc.
* Assists as directed in budgetary expenditures
* Creates and maintains the scheduling of division vehicle maintenance
* Assists with timekeeping in the time management system as needed
* Maintains management's calendar of appointments and staff meetings
* Routes, logs, prepares and/or distributes incoming and outgoing mail
* Prepares individual and group correspondence
* Assists with the composition and preparation of routine correspondence, drafts, and narratives
* Provides administrative support to the Executive Officer and above
* Assists the division with internal forms including; delegation of authority, meal and mileage reimbursement, continuing education, equipment excess, etc
* Assists with day-to-day operations of the division or facility
* Updates and maintains division job descriptions, organizational charts, and employee records
* Assists in the administration of federal grants and contracts
* Completes all required departmental documentation
* Answers the phone, transfers call, takes messages and screens calls per guidelines for areas served
* Scans documents into software
* Participates in performance improvement activities to measure, assess and improve the quality of assigned work area
* Maintains confidentiality, security, and integrity of data and information
* Handles routine customer complaints and incidents, exhibiting the appropriate discretion to identify situations that require the attention of supervisory personnel
* Provides guidance and or participates in the onboarding of new staff when necessary
* Maintains knowledge of, follows, and enforces all rules, regulations, policies and guidelines for assigned area
* Prepares weekly reports
* Prepares monthly reports
* Prepares quarterly reports
* Prepares annual reports
* Assists with all aspects of travel arrangements
- Coordinates travel arrangements
- May prepare and process travel requests, travel claims and check requests
- May compose and type trip itineraries
* Provides first class customer service to both internal and external customers and responds to inquiries, compliments, and/or complaints with professionalism, courtesy, and efficiency
* Completes all training and development requirements and participates in continuing education opportunities
* Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
- Maintains a clean, organized work area and ensures a safe environment
- Maintains and promotes professionalism
- Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
- Adheres to Chickasaw Nation dress code standards
* Maintains knowledge of and follows all rules, regulations, policies and guidelines for assigned area
* Performs all other duties as assigned

Competencies:
Essential:
* Able to follow instructions, both written and oral
* Able to adhere to all scheduling and attendance requirements
* Ability to maintain a high level of confidentiality in all matters
* Focus on a single task for pro-longed periods of time
* Must be detail-oriented
* Ability to work independently
* Honesty, truthfulness, reliability, accountability
* Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
* Ability to multitask
* Organizes work and assigned area logically and orderly
* Define problems, collect data and establish facts
* Works well within a team
* Organizational and time-management abilities
* Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
* Writes effective communications with team, departments, guests and management

Skills:
Essential:
* Intermediate computer skills
* Advanced skills using Microsoft Office Suite of products
* Printers and scanners

Experience:
Essential:
* 5 years directly related experience

Education:
Essential:
* High School, GED or Equivalent

Nonessential:
* Bachelors Degree in directly related field
* Associates Degree in directly related field

Nonessential:
* Bachelor's degree or additional years of experience in lieu of degree

Credentials:
Essential:
* Pass general background check
* Standard Driver's License

Working Conditions:
Essential:
* Fast-paced environment
* Works in an office setting
* Pass pre-employment drug test
* Sometimes bend, kneel, stoop, push, reach
* Sometimes lift and or carry up to 25 lbs
* Sitting up to 75% of shift

Training
*It is the responsibility of each employee to attend required training for their position or profession as determined by their line of support (LOS) or the leadership of the Chickasaw Nation. It is the responsibility of those who supervise, manage or otherwise lead employees or teams to ensure each employee has access to and receives all required training.

Mission, Vision & Core Values

Mission:
*To enhance the overall quality of life of the Chickasaw people.

Vision:
*To be a nation of successful and united people with a strong cultural identity.

Core Values:
*The Chickasaw People
*Cultural Identity
*Servant Leadership
*Selflessness
*Can Do Attitude
*Perseverance
*Stewardship
*Trust and Respect
*Loyalty
*Honesty and Integrity
*Teamwork