Executive Assistant

JOB DESCRIPTION

POSITION TITLE: Executive Assistant WORKSITE: Tule River Indian Housing Authority

• 342 North Reservation Road
• Porterville, CA 93257

GENERAL POSITION DESCRIPTION

Under the direct supervision of the Executive Director, the Executive Assistant serves as the primary administrative support professional for the Executive Director, Board of Commissioners, and Executive Leadership Team. This position is responsible for coordinating board activities, preparing agendas and meeting materials, maintaining official records, managing executive schedules, coordinating travel and conferences, and ensuring efficient administrative operations.

The Executive Assistant serves as a liaison between the Executive Director, Board of Commissioners, staff, tribal leadership, consultants, outside agencies, and community partners. This position requires a high degree of professionalism, organization, confidentiality, initiative, and independent judgment.

DUTIES AND RESPONSIBILITIES:

Executive Support

• Provide direct administrative support to the Executive Director.
• Manage calendars, appointments, meetings, and scheduling activities.
• Screen calls, visitors, correspondence, and requests for information.
• Draft correspondence, reports, memorandums, presentations, and other documents.
• Maintain confidential personnel, legal, financial, and organizational records.
• Track assignments, deadlines, and special projects.
• Assist in preparation of reports and materials for leadership meetings.
• Coordinate travel arrangements, conference registrations, lodging, transportation, and expense documentation.

Board Administration

• Serve as primary administrative liaison to the Board of Commissioners.
• Coordinate board meetings, committee meetings, workshops, and special sessions.
• Prepare board agendas, packets, resolutions, reports, and supporting documentation.
• Compile and distribute board binders and meeting materials.
• Record and prepare accurate meeting minutes.
• Maintain official board records, resolutions, motions, policies, and meeting archives.
• Track board action items and follow-up assignments.
• Coordinate board travel, conference attendance, training registrations, reimbursements, and expense reporting.
• Ensure compliance with applicable meeting notice and record retention requirements.

Administrative Operations

• Manage office filing systems, electronic records, and document retention processes.
• Receive visitors and direct them appropriately.

20. Answer telephones, route calls, and respond to general inquiries.

21. Receive, sort, and distribute incoming mail and correspondence.

22. Coordinate administrative purchasing and office supply needs.

23. Maintain office equipment and coordinate maintenance or service requests.

24. Maintain organizational charts, policy manuals, and administrative records.

25. Assist with preparation and routing of contracts, agreements, and executive documents.

26. Monitor incoming correspondence and distribute items requiring action.

27. Coordinate meetings with agencies, consultants, vendors, and tribal departments.

28. Assist with special projects, events, community meetings, and organizational initiatives.

29. Support preparation of grant, audit, procurement, compliance, and board-related documentation as assigned.

Records Management

30. Maintain official organizational records in accordance with record retention policies.

31. Organize and archive board records, legal documents, contracts, policies, and executive files.

32. Ensure sensitive information is maintained securely and confidentially.

33. Assist with public records, requests, and information gathering as directed.

Communication and Public Relations

34. Serve as a professional point of contact for board members, staff, tribal leadership, agencies, and the public.

35. Coordinate communications on behalf of the Executive Director and Board of Commissioners.

36. Assist with preparation of public notices, meeting announcements, newsletters, and community communications.

37. Maintain professional relationships with stakeholders and community partners.

38. Perform other duties as assigned.

QUALIFICATIONS:

• Associate’s degree in Business Administration, Public Administration, Office Management, Communications, or related field, preferred.
• Equivalent combination of education and experience may be considered.
• Must obtain a Tribal Administrative Assistant Certificate within one (1) year of employment.
• Minimum three (3) years of progressively responsible administrative support experience.
• Experience in supporting executive leadership and governing board, preferred.
• Experience preparing agendas, meeting minutes, board packets, and official records, preferred.
• Advanced Microsoft Office proficiency, preferred.
• Valid California Driver's License and ability to be insured through TRIHA.
• Must successfully complete a pre-employment drug/alcohol screening and background check.
• If previously employed within the Tule River Indian Tribe of CA entities, you must have acceptable work history.

KNOWLEDGE, SKILLS, & ABILITIES:

• Advanced knowledge of office administration procedures and practices
• Knowledge of board governance and meeting administration
• Excellent records management and retention practices
• Extensive knowledge of Microsoft Office applications including Microsoft 365
• Knowledge of Tribal organizational structure and policies
• Ability to maintain professional business communications and correspondence preparation
• Must maintain confidentiality and exercise sound judgment
• Must be capable of managing multiple priorities and deadlines simultaneously
• Must possess the ability to communicate effectively both verbally and in writing
• Must maintain the ability to organize and coordinate meetings, schedules, and projects
• Must maintain the ability to prepare reports, correspondence, and meeting materials
• Must establish and maintain effective working relationships
• Must be able to work independently with minimal supervision
• Must regularly provide professional customer service

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to communicate effectively in person, by telephone, and through electronic communication.
• Frequent use of hands and fingers to operate a computer, calculator, copier, and other standard office equipment.
• Ability to review and prepare reports, contracts, correspondence, and other documents requiring close visual attention.
• Ability to move throughout the office facilities and attend meetings at various locations.
• Occasional standing, walking, bending, reaching, and lifting of files, records, and office supplies weighing up to 50lbs.
• Ability to maintain regular and reliable attendance.
• Ability to perform the essential functions of the position with or without reasonable accommodations.
• Must be willing and able to travel, including overnight travel, when necessary, to attend trainings, conferences, meetings, and other professional development opportunities.

This position reports to: Executive Director

Supervises: None

Salary: Starting at $23.00

Work Schedule: Monday- Friday 8:00AM-5:00PM (Varies)

Benefits: Medical, Dental, Vision, Flexible Spending Plan, PTO, 401K, ETC.

PREFERENCE SHALL BE GIVEN TO QUALIFIED NATIVE AMERICAN CANDIDATES IN ACCORDANCE WITH THE TULE RIVER INDIAN PREFERENCE ORDINANCE & VETERAN PREFERENCE. Must have Tribal Identification, Military Identification or Form DD214 to claim preference.