Executive Assistant to Executive Director

JOB TITLE:

DEPARTMENT:

Office of Executive Director

SUPERVISOR:

Executive Director

SALARY:

$55,242.60-97,900.08

JOB SUMMARY:

The position provides technical and administrative support to the Office of the Executive Director (OED), which includes Executive Director and Deputy Executive Directors (Executive Directors). Incumbent will assist the Executive Directors in all aspects of management including the preparation of correspondence, financial documents, travel arrangement, reports, preparation for meetings, calendar of appointments and activities and is responsible for direct supervision of the Administrative Services Coordinator with indirect of the support staff for the OED and back up to the Board of Trustees (BOT) as directed. When directed, the incumbent will conduct research, fact gathering, and written assistance in the preparation of issue papers, management opinions, and directives at the request of the Executive Directors.

JOB RESPONSIBILITIES:

1. Maintain and coordinate the Executive Director’s activities, including management and oversight of calendars, including all logistics related to the OED.; uses independent judgment to initiate, plan, prioritize and coordinate meetings with BOT members, staff, Tribal members and other constituencies. Negotiates and manages the needs of individuals and groups requesting time with the Executive Directors independently committing their time and determining how best to meet those needs.
2. Drafts correspondence for Executive Directors’ review, including a wide array of inquiries from BOT members, department directors, staff, Tribal members and constituencies that are often confidential and/or politically sensitive in nature. Reviews, updates and edits all documents and information
3. Use independent judgment to keep Executive Directors informed of all matters that require their attention, including issues that require urgent decisions with minimum redundancy of effort and discussion. Relieve the Executive Directors of administrative-type functions to increase the time they h
4. Greeting visitors and answering telephone calls to the Office of the Executive Director. Receives and screens mail and telephone calls using discretion, including helping manage the official email of the Executive Director; prioritizes, responds to and/or redirects callers to another office as a
5. Responsible for oversite of team leadership, motivation, and direct supervision of the Administrative Services Coordinator. Will provide direct supervision in the absence of the Administrative Services Coordinator to the OED-BOT Administrative Support staff only as requested. Oversee the Admini
6. Works as part of the OED Management Team and works closely with the BOT Administrative staff to ensure the work for the BOT is completed. Is delegated authority (DOA) as needed. Teamwork, collaboration, and consistent communication with the OED/BOT staff are a requirement.
7. Serves on Executive Management Team, schedules meetings, solicits agenda item requests, distributes agendas, takes meeting notes, and keeps electronic files; serves as liaison to senior management staff, providing information to/from and facilitating the work of all groups.
8. Anticipates needs, including long-term needs, of the Executive Directors and handles these needs proactively.
9. Anticipates and tracks critical dates, events, and associated action items; follows up with relevant parties on behalf of the Executive Directors to ensure that deadlines are met by maintaining tracking documents and scheduling tasks and deadlines into appropriate calendars.
10. Ensures and oversees directives and deadlines from BOT Appropriations and approved Resolutions are tracked in a spreadsheet or other document and scheduled on appropriate calendars.
11. Assists in the development and monitoring of the Administration budget; oversees the financial well-being of the program’s effectiveness and exercises cost controls; prepares, submits, and justifies budget modifications as needed.
12. Developments, with oversight by the Executive Director and Finance Office, the BOT budget, draft OED budget and Management Team budgets as part of the annual budget approval process.
13. In coordination with the Office of Finance, develop the annual schedule for the CTUIR budget/annual work plan process to ensure compliance with deadlines as outlined in the Fiscal Management Policy and distribute schedule to Management Team. Coordinates departmental schedules for presentation of
14. Aid in the clarification of specifically directed issues through researching and preparing reports, documents, and position papers for the Executive Directors. Prepares Annual Work Plans, Progress Reports, and Strategic Planning Materials by, e.g., collecting, summarizing and assembling all nec
15. Oversight of the Administrative Services Coordinator’s submittal of purchase requisitions to maintain office supplies, materials and services for OED.
16. Coordinate and/or development and advertisement of request-for-proposals (RFPs), maintain comparative ranking criteria table(s), coordinate with responsive and responsible bidders as necessary.
17. On a weekly basis, maintain and prepare Executive Director Information and Communications Reports for BOT meetings. Ensures that follow-up items such as purchase requisitions, RSVPs, registration, etc. are submitted following BOT approval.
18. On a monthly basis, maintain and prepare the OED Monthly Policy Activity Summary (MPAS) report, including providing reminders and calendar invites. Schedules and hosts MPAS meeting virtually and/or in-person that will include Management Team and the BOT. Manages and compiles Management Team’s M
19. Serves on Management Team. Maintains and prepares Management Team agendas and documents for monthly meetings, schedules and hosts meetings virtually and/or in-person, prepares meeting summaries and tracking action and future agenda items.
20. Oversee and organize special projects and large-scale department-wide events such as retreats, special conferences, luncheons and dinner meetings.
21. Organizes and maintains electronic filing system for OED documents, reference materials and records. Daily for the OED , assures that electronic meeting folders containing all pertinent information, agendas and supporting materials are available for all meetings, including materials for weekly
22. Assists with employee morale and recognition events by coordinating drawings, tracking and distributing employee award items (e.g. event tickets).
23. Maintains CTUIR comment card process and response timelines as needed, coordinating directly with the comment submitter and OED for response.
24. Provides administrative support to the OED as needed by responding to direct requests for assistance; always maintaining privacy and discretion. Handles any overflow projects or work assignments for OED-BOT Administrative support staff.
25. Other duties related to the administrative support of the Executive Directors.

MINIMUM REQUIREMENTS:

1. Bachelor’s Degree from an accredited college or university; AND Four (4) to six (6) years’ work experience in a secretarial/administrative support position. OR Associate’s degree from an accredited college; AND eight (8) years’ experience in a secretarial/administrative support position with two (2) years of experience supervising employees.
2. Demonstrated ability in the proficient use of personal computers, including an excellent working knowledge of Microsoft Outlook, Word, Excel, Access, and PowerPoint. Knowledge of SharePoint is preferred. Must be familiar with handheld devices that interface with Microsoft Outlook.
3. Advanced organizational skills to manage time, coordinate calendars, prioritize tasks, and meet deadlines
4. Excellent written communication skills for drafting emails and other documents on behalf of their employers
5. The ability to be discrete to safeguard sensitive or confidential information about their employer and business processes
6. Technical calendar management skills to operate automated scheduling and calendar and task-management software
7. Demonstrated ability to develop and manage budgets.
8. Must have strong interpersonal and communication skills, including the ability to communicate effectively orally and in writing: excellent communication skills and ability to communicate with discretion, diplomacy, and tact. Actively listens, demonstrates interest, and understands the subtext
9. Demonstrated ability to routinely and independently exercise sound judgment in making decisions regarding workload, where direction and/or precedents may not be available; these decisions may include the scheduling and usage of the Executive Director’s time, determining approaches to complex issues.
10. Demonstrated ability to practice strict confidentiality, demonstrating a level of professionalism, maturity and tact in handling highly sensitive and/or confidential information. Understands and shows importance of the political landscape in actions and decision-making processes.
11. Must possess strong interpersonal and customer service skills with the ability to work collaboratively as a team member and cultivate positive working relationships with individuals at all levels of the organization.
12. Demonstrated ability to exercise excellent organization, time management, analytical, and problem-solving skills. Must have acute attention to detail and demonstrate effectiveness in managing multiple work assignments simultaneously, often under strict deadlines. Work accuracy is essential.
13. Exemplifies positive energy and enthusiasm with a “can-do” attitude. Works independently, shows initiative, and takes ownership of all projects and assignments to achieve positive results. Demonstrate the ability to function effectively as a team member and team builder.
14. Ability to become thoroughly familiar with the Executive Director’s activities, commitments, policies, projects, and priorities. Demonstrated cognitive skills with the ability to anticipate and meet needs proactively.
15. A skills test may be administered.

HOW TO APPLY:

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