Executive Assistant

Job Summary
Salary, exempt, full-time, regular executive assistant, supervisor position. The Executive Assistant is a high-level administrative professional responsible for advanced, complex administrative duties, including a broad range of responsibilities involving confidential or technical information, such as compiling reports, researching and furnishing information, scheduling meetings, and preparing agendas for the Administration Department. Reports to the Director of Operations. Reports to the District Chairperson and Vice Chairperson in the absence of the Director of Operations. Serves as the person in charge of District Operations in the absence of the Director of Operations, District Chairperson, and Vice Chairperson (Executive Team).

Responsibilities

• Acknowledges and greets all visitors, District department managers, supervisors, and employees politely and professionally.
• Supervises the Administration department’s Administrative Assistant, Receptionist, Cultural Events Coordinator, and other personnel deemed appropriate. a. Conduct probationary and annual performance reviews and develop a Performance Improvement Plan for staff when needed. b. Provide clear instruction(s) and leadership to enable staff to complete tasks; recommend short-term plans with the perspective of the District’s long-term objectives. c. Assess staff development and training needs for the department’s effective operation.
• Ensures efficient operation of the Administration Department, records keeping systems, and provides overall support within the department.
• Serves as the person in charge of District operations in the absence of the Executive Team.
• Represent the District Chairperson and Vice Chairperson to interface with the Tohono O’odham Nation, organizations, employees, and the general public.
• Maintains records and files for the Executive Team.
• Manages sensitive and confidential information with discretion.
• Coordinates and attends meetings to record and distribute minutes for meetings, as directed. Provides a summary of the meetings to the Executive Team.
• Assists Director of Operations in completing Administration’s Quarterly Reports.
• Assists Director of Operations in reviewing all the Department’s Quarterly Reports and monthly budget reports.
• Ensures coverage of the front desk when the Receptionist is absent.
• Analyzes, develops, and recommends administrative and clerical policies, procedures, systems, and forms designed to improve the system.
• Drafts interdepartmental and outgoing correspondence from written or verbal instructions.
• Schedules and maintains office calendars and appointments for the Executive Team.
• Screens incoming telephone calls, mail, and faxes for the Executive Team.
• Follows personnel policies and procedures.
• Keeps track of Administration’s expenditure on the approved budget.
• Performs minor bookkeeping and statistical tasks.
• Proofreads various documents for accuracy and completeness.
• Performs other duties as assigned by the Chairman, Vice Chairman, and Director of Operations.

Knowledge, Skills and Abilities

• Excellent communication skills, both verbal and written, with proper English grammar usage.
• Excellent organizational skills.
• Exercise considerable judgment and discretion in completing assignments.
• Knowledge of modern office practice and procedures including the ability to maintain an effective filing system (regular and electronic).
• Excellent computer skills and high degree of knowledge of applicable computer software.
• Ability to: (1) problem solve, analyze issues, and make decisions, (2) competent time management with the ability to multitask and prioritize tasks, (3) supervise and evaluate the work of others, (4) establish and maintain good working relationships with others (Tohono O’odham Nation, outside entities, and Wa:k Community) and work with other staff on projects and special activities, (5) work independently, (6) work flexible hours and able to travel, (7) maintain confidentiality and sensitive information, (8) type a minimum of 50 words per minute.
• Knowledge in working with Native American communities.

Qualifications

• Must possess a Bachelor’s Degree in Business Administration or a related field or have at least four (4) years of relevant work experience. Alternatively, a combination of education and training that demonstrates the ability to perform the duties of this role is also acceptable.
• Must have and maintain a valid Arizona Driver’s License and must be insurable through the Tohono O’odham Nation insurance provider.
• Bi-lingual, O’odham / English preferred.

Job Type: Full-time

Pay: From $53,227.20 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person