Enterprise - Executive Assistant

POSITION SUMMARY:

The Executive Assistant, under the primary supervision of the Executive Director of Enterprise Operations, is responsible for providing executive support in a one-on-one working relationship. This position serves as the primary point of contact for internal and external clients or customers on all matters pertaining to the Office of the Executive Director of Enterprise Operations. This position is responsible for initiating and coordinating administrative functions to support the day-to-day operations of the Executive Director of Enterprise Operations and also provides administrative support as delegated by the Executive Director of Enterprise Operations’ office. Responsible for coordinating and assisting with various special projects and business functions.

ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)

• Acts as a liaison with the Tribal Board, Executive Office, Accounting Office, Tribal members, and staff and outside businesses/agencies and/or governments for the Executive Director of Enterprise Operations office.
• Plans, prepares, and coordinates meetings; schedules, attends, takes, and distributes meeting minutes and maintains an annual calendar for the Executive Director of Enterprise Operations.
• Coordinates travel for the Executive Director of the Enterprise Operations Office, ensuring travel is reconciled on time and complies with all travel policies.
• Ensures the Executive Director of Enterprise Operations receives all meeting packets as requested.
• Develops and maintains databases; prepare and reviews reports, memos, letters, and other documents using word processing, spreadsheets, and database or presentation software.
• Receives, tracks, and routes communication to/from the Executive Director of Enterprise Operations’ Office to appropriate staff (mail items, phone calls, emails).
• Receives and processes documents for the Executive Director of Enterprise Operations’ signature and maintains signature log.
• Maintains files, prepares and reviews correspondences and reports for editing purposes, files and retrieves documents, records, and reports.
• Maintains and orders office supplies and equipment for the Executive Director of Enterprise Operations’ Office as assigned.
• Acts as a Tribal representative by attending executive and business meetings and performing presentations as directed.
• Implements adjustments to improve communication and increase efficiency of work and paper flow.
• Tracks and reports on the status and completion of assignments and projects, conveys necessary information relevant to the performance of assignments, and arranges resources for assignment completion.
• Conducts self in a manner that promotes our traditional Anishinaabe Bimaadiziwin values.
• Coordinates or assists with the coordination of special events and conferences.
• Maintains database for Board concerns and follow-up with appropriate staff director to ensure a board response is prepared.

ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)

• Maintains confidentiality, as it involves highly sensitive issues and proprietary information.
• All other job duties as assigned.

CONTACTS:

Will have contact with Tribal employees and members, Executive Director of Enterprise Operations’ Office staff and Tribal Administration, executives and public officials, other Tribal Leaders and representatives, and the general public.

PHYSICAL REQUIREMENTS:

The position is considered light duty with lifting of 20 to 50 pounds with frequent lifting/carrying up to 10 pounds. Physical factors include constant sitting and typing, regular use of hearing, occasional standing, walking, carrying, stooping, kneeling, reaching, bending, manual handling, use of near vision, depth perception, color, and field of vision. Potential hazards include constant computer and office equipment use. Must be able to travel. It may require periodic air travel.

REQUIREMENTS:

Education: High School Diploma or GED required. Bachelor’s Degree preferred.

Experience: Minimum of 5 years of experience working in a progressive office setting is required in addition to the stated degree requirements. Two years of experience working in a Tribal Office setting is preferred.

Certification/License: Must have a valid driver’s license and be insured by the Sault Tribe Insurance Department. Must comply with annual driver’s license review and insurability standards with the Sault Tribe Insurance Department. Must maintain good moral character standing.

Knowledge, Skills, and Abilities: Ability to work independently, exercise judgment, adapt to changing needs and schedules, demonstrate initiative, manage multiple projects, and reliably complete assignments required. Knowledge of principles and practices of governmental and business administration, including fundamental quantitative analysis, administration, management information systems, and modern office practices and procedures, including efficient record keeping required. Working knowledge of Microsoft Word, Excel, and Access. Knowledge of Microsoft PowerPoint, JD Edwards, and Visio preferred. Must know the Tribal budget process, accounting procedures, purchasing documentation, filing and archiving system, and organizational management principles and practices. Knowledge of workflow, organizational structure, and operational policies and procedures is required. Work independently, exercise judgment, adapt to changing needs and schedules, demonstrate initiative, manage multiple projects, and reliably complete assignments. Must analyze problems and data and develop responsive and practical solutions. Must have excellent communication skills in writing and verbal, including public speaking. Must have the ability to establish and maintain effective working relationships, maintain a cooperative, productive working environment, and promote positive public relations. Must be able to respond to complex and stressful situations effectively and positively. Must be flexible and available to work various shifts, including nights, weekends, and holidays. Native American preferred.

Applicant Tracking Software by ExactHire: do6zj73n83erklp0x91r