Executive Administrative Assistant

Description

SUMMARY

Under the general supervision of the Executive Director, the Executive Administrative Assistant serves as the Office Manager and will provide support services for the operation of the agency, Tribal Council, and Tribal partners. The Executive Administrative Assistant will relieve the Executive Director of a variety of administrative details and facilitate communication between the Executive Director and staff; County, State, and local agencies; Tribal partners; and the general public. The Executive Administrative Assistant is responsible for the fleet vehicles. The Executive Administrative Assistant supervises the Administrative Assistant and the Janitor.

ESSENTIAL DUTIES & RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Makes arrangements for programs, events, or conferences such as meeting facilities, hotel rooms, and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Directs proper preparation of records for agendas, notices, minutes and resolutions for corporate meetings, and acts as custodian of documents and records.
• Acts as recording secretary for General Council meetings, Director and Regional Manager meetings, and Central Office staff meetings.
• Prepares confidential correspondence, reports and other complex documents. Composes correspondence/reports for own or Executive Director’s signature. Processes replies on own initiative with Executive Director’s direction.
• Reports schedule of Functional Expenses to Fiscal Officer of Robinson Rancheria on a monthly basis.
• Creates and maintains database, spreadsheet, and contact files.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
• Enters and approves timesheet records for department directors and selected administrative staff in the online Payroll system and ensures receipt of necessary Leave of Absence forms.
• Upkeep of website for gasoline credit cards. Troubleshoots problems of card utilization. Authorize one-time purchases for vehicle repairs.
• Acts as point person for Tribal Partners, Regional Mangers, site personnel, and Central Office personnel. Makes decisions when applicable; requests decision by Executive Director when necessary.
• Acts as liaison with Federal and State agencies.
• Acts as point person in the creation of program grants.
• Takes initiative on requests and inquiries of administrative nature.
• Arranges building leases in conjunction with the Site Manager and Regional Manager. Gets Tribal Council approval for all leases.
• Administers contracts with vendors for services to the sites.
• Schedules appointments for Executive Director.
• Performs credit card reconciliations for Executive Director and Executive Administrative Assistant business credit cards.
• Recommends management action to improve standard operating procedures. Presents comparisons on costs, risks, and benefits.
• Studies and reviews company or department procedures. Develops and tests new policies and procedures.
• Anticipates problems, critical issues, and opportunities as they arise and advises the Executive Director accordingly.
• Supervises the Administrative Assistant and the Janitor for the Central Office.
• Updates forms on Public Drive.
• Designs new forms as needed.
• Tracks vehicle maintenance and registration due dates.
• Renews vehicle registrations and updates vehicle files.
• Schedules appointments for vehicle maintenance, obtains quotes, completes purchase order, and takes vehicles in for maintenance.
• Initiates check requests for vehicle-related invoices.
• Prepares check requests for gasoline credit card billing.
• Performs other duties as assigned.

Requirements

KNOWLEDGE & SKILL REQUIREMENTS

• High School diploma or equivalency required; AA or BA in Business desired, but not required.
• A minimum of 3 years recent, full-time, demonstrated executive support in an administrative position.
• Knowledge of Microsoft Office Suite of Business Applications, database software, and internet software, order processing systems, spreadsheet software, project management software and word processing software.
• Excellent communication and organization skills.
• Ability to work independently and apply good judgment in operational procedures in a variety of situations, including the facilitation of problem resolution by hearing and resolving complaints, and referring problems for resolution, as appropriate.
• Ability to serve as a positive representative of the organization and maintain a cooperative working relationship with employees, the public and other agencies.
• Ability to perform responsible clerical work with accuracy and speed, including the ability to write coherently and correctly, type at minimum rate of 60 wpm, and possess intermediate to advanced level of knowledge of computer systems and software, especially Word, Excel and PowerPoint.
• Proper English usage, spelling, grammar, punctuation, and business correspondence formatting.
• Ability to compile and maintain accurate and complete records and reports.
• The ability to see multiple projects through to completion.
• Ability to interpret and apply policies and guidelines effectively and accurately.
• Ability to exercise discretion, confidentiality and judgment in dealing with sensitive issues.
• Ability to manage challenging situations and respond to changing priorities.
• Prioritizes and plans work activities, using time effectively.
• Treats others with respect and consideration, regardless of their status or position.
• Demonstrates accuracy and thoroughness and applies feedback to improve performance, while monitoring own work to ensure quality.
• Maintains consistent attendance and punctuality. Ensures work responsibility is covered when absent, and arrives at meetings and appointments on time.
• A commitment to and strong belief in the mission of the organization.
• Current California driver’s license.

WORKING CONDITIONS

• Requires working indoors in environmentally controlled conditions.
• Requires sitting 6-8 hours per day.
• Requires occasional driving to site offices, some of which are in remote locations.
• Requires contact with others (face-to-face, by telephone, via e-mail, or through correspondence).
• Requires attention to detail and intense concentration.
• Requires work with others in a group or team.
• Requires meeting strict deadlines.

OTHER

• Experience working with Tribal People helpful.
• Work hours may vary.
• CTTP conducts a pre-employment criminal background check and drug test, and random or for-cause drug testing thereafter.
• CTTP complies with the Indian Preference Act.