Executive Assistant

Job Description:

SUMMARY

Under the direct supervision of the Administrative Support Manager, this position provides administrative support to Tribal Council and Tribal Government. This position assists with the daily business of Tribal Council and Tribal Government in all aspects of event planning and coordination.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES

• Serves as the Executive Assistant to the Chief Executive Officer maintaining confidentiality and a high level of professionalism, integrity and organizational capabilities.
• Maintain communications for Tribal Council and CEO including screening phone calls and professional written correspondence including any monthly publications.
• Schedule and maintain Tribal Council member’s and CEO calendars and meeting invitations.
• Record video and audio as well as edit recordings of all Tribal Council regular and business meetings.
• Take detailed notes and construct meeting minutes of any Tribal Council regular, business, special, and Leaders Circle meetings and workshops and general minute taking for variety of meetings.
• Arrange travel, accommodations, itineraries and all correspondence related to arrangements as needed.
• Process all mail, review with CEO and distribute to Tribal Council accordingly in a timely manner.
• Follow the process of staff and Tribal Member requests, with CEO approval, present to Tribal Council for consideration.
• Organize Tribal Council and CEO events as directed to include scheduling, notifying attendees, setting up meeting space and handling of refreshments.
• Maintain a dynamic action items spreadsheet for all meeting decisions made by Tribal Council.
• Manage records including audit and archiving of all CEO and Tribal Council business documents for retention.
• Assist with search requests of Tribal Council and CEO as needed in all areas excluding HR.
• Execute and maintain current list of committees/boards and handle all correspondence as necessary. Letters of interest and confidentiality agreements with committee members.
• Create and distribute event invitations, flyers, programs, sign in sheets, and other event materials.
• Serve as backup support with daily business of the Tribal Government front office.
• Maintain appearance standards as outlined in CTCLUSI policies.
• Interact with Tribal members and the general public in a courteous, professional, and efficient manner.
• Communicate effectively both verbally and in writing.
• Maintain a good attendance record as outlined in CTCLUSI Handbook.
• Other duties as directed by management.

LEVEL OF AUTHORITY & RESTRICTIONS

• Not a supervisory position.

WORKING CONDITIONS & ENVIRONMENT

• Moderate noise level with frequent interruptions and distractions.

PHYSICAL & MENTAL DEMANDS

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• May be required to push, pull, lift, and/or carry up to 50 pounds for events, and meetings.

JOB LOCATION

Tribal Administrative Office
1245 Fulton Avenue
Coos Bay, Oregon 97420

Apply online @ www.ctclusi.org

Experience and Skills:

MINIMUM JOB REQUIREMENTS

• Must be at least 25 years old.
• Two-year college degree or a combination of experience and education equivalent to 5 years of demonstrated work experience in an administrative capacity.
• Three years direct administrative support at the executive level.
• Ability to type a minimum of 60 WPM; testing may be required.
• Excellent management and communication skills.
• Proficient in MS office with expertise in Microsoft Word, Power Point, Excel and Access.
• Occasional evening and weekend work for meetings and events.
• Must have a valid driver’s license and be able to be insured to drive Tribal Government vehicles.
• Must possess reasonable ability to communicate in English.
• This is a covered position and will be subject to pre-employment drug testing and criminal history background check which will include fingerprinting.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.