SUMMARY

This position provides executive support to the Tribal Gaming Commission Staff. The Executive Assistant provides a wide range of support services, including organizational and administrative functions, project management, schedule management, and communications. The Executive Assistant manages processes and functions on behalf of the Executive Director and/or Tribal Gaming Commission Staff and, in some cases, exercises delegated supervisory authorities. The position may act as a delegate, ambassador, and/or designee on behalf of the Tribal Gaming Commission Staff when assigned. 

ESSENTIAL QUALIFICATIONS

• Associate’s Degree (A.A.) in Office Administration, Business Administration, or related field from a two-year college or technical school; plus five years experience in high-volume/administrative or related field required
• Demonstrated experience managing and coordinating resources and projects
• Demonstrated experience managing records
• Ability to take direction from multiple people, supporting executive-level leadership
• Demonstrated experience with direct responsibility for the protection and appropriate use of highly confidential information
• Excellent oral and written communication skills
• Must be proficient in Microsoft Office computer programs including Word, Excel, PowerPoint, Outlook and Publisher

DUTIES AND RESPONSIBILITIES include, but are not limited to the following:

• Performs complex and confidential secretarial functions including developing and typing minutes or written correspondence
• Responds to routine external correspondence
• Types of resolutions, ordinances, memos, purchase requisitions, payment requests, and other department forms or documents
• Responsible for transcribing records for distribution of all regularly scheduled Tribal Gaming Commission Staff meetings, Gaming Authority Board meetings, special meetings, emergency meetings, and annual membership meetings
• Responsible for the accurate distribution of Tribal Gaming Commission Staff reports, vote decisions, resolutions, policies, and any other information that needs to be distributed to the public, Tribal Citizens, or employees
• Maintains Tribal Gaming Commission Staff’s schedule and assists with the coordination of meetings including Director, staff, and meetings with highly-ranking officials at the local, state, Tribal, and federal level
• Independently researches and prioritizes incoming issues; recommends appropriate course of action, referral, and/or responses, for Executive Director and/or Tribal Gaming Commission Staff’s approval; conducts research and compiles statistical data for reports as assigned
• Makes arrangements for Tribal Gaming Commission Staff Members for special events, functions, or meetings on and off property including travel bookings and reservation registration on their behalf
• Assist the Executive Director with the development and administration of Tribal Gaming Commission Staff’s budget and reports
• Act as a liaison between internal staff, outside vendors, and Tribal Officials at all levels
• Conserves Tribal Gaming Commission Staff’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications
• Assists the Tribal Gaming Commission Staff by drafting policy and procedures, documents, including implementation and amendments
• Sending, receiving, and distributing faxes, mail, and other materials while protecting the confidentiality of their contents
• Provides complex and confidential functions on behalf of the Executive Director, Tribal Gaming Commission Staff, or the Gaming Commission
• Prepares permanent records of the Tribal Gaming Commission, minutes, and correspondence
• Prepares and directs contracts and legal agreements for purchasing
• Serves as a subject matter expert, handling inquiries and developing action plans to address them and assisting with the preparation and dissemination of communications
• Coordinates with outside legal service providers to ensure that Tribal Gaming Commission Staff has appropriate support for priorities and initiatives
• Prepares public speaking points and drafts communications to internal and external stakeholders

OTHER SKILLS AND ABILITIES

• Must possess strong interpersonal communication skills both verbal and written
• Must have strong organizational skills and the ability to multi-task
• Ability to operate postage, fax, and copy machines
• Able to be patient, courteous, and reliable
• Flexible, highly organized, and able to work independently
• Ability to correspond with individuals throughout all levels of government and intergovernmental organizations
• Ability to understand, analyze, and interpret business periodicals, professional journals, technical procedures, government regulations, and similar publications
• Ability to write reports, business correspondence, and policy and procedures
• Maintain the highest level of confidentiality in all matters

CONDITIONS OF EMPLOYMENT

• Must be at least 21 years of age, and receive a determination for gaming license eligibility consistent with the requirements for Gaming Commission employees
• Must possess the ability to work in a fast-paced multi-tasking environment, sitting for long periods, bending, lifting, and reaching
• May require non-traditional hours including working evenings, weekends, and holidays as required to meet deadlines
• Ability and willingness to travel, locally and out of state, for meetings and continuous education

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory accountability

SECURITY SENSITIVE

This position will have access to information that is high-level security-sensitive and thereby subject to additional provisions and background check

Disclaimer

The above statements are intended to describe the general nature and level of work performed by persons assigned to this job. These statements should not be construed as an exhaustive list of all responsibilities, duties, and skills required. 

All applicants must be able to demonstrate their US work authorization during the employment verification process. The pre-employment process also requires the ability to pass a criminal background investigation and drug/alcohol test.

Indian Preference

The Match-E-Be-Nash-She-Wish Band of Pottawatomi Indians recognizes Native American preference in its hiring and employment policies.

TO APPLY

You are required to register and apply through our online employment portal to be considered for this position. 

https://gunlaketribe-nsn.gov/employment/

If you require assistance or to apply in person, please call 269.397.1780, to schedule an appointment.