What are the responsibilities and job description for the Administrative Assistant III position at Absentee Shawnee Tribe of Indians of Oklahoma?
This position is currently open.
Public?:
Public
Division:
Health
Reports To:
Executive Assistant
Type of Position:
Regular Full Time
Location:
Little Axe Health Center / 15951 Little Axe Dr. / Norman, OK 73026
General Description
The Administrative Assistant provides vital support to the Executive Assistant and broader executive team. This position focuses on technical and administrative duties that enhance the day-to-day efficiency of the Executive Office. The ideal candidate will be detail-oriented, highly proficient in Microsoft Excel and PowerPoint, and capable of managing data, creating presentations, handling financial reconciliation tasks, and coordinating events that promote employee engagement. The position requires a proactive, organized individual who can thrive in a fast-paced environment and maintain confidentiality and professionalism at all times.
Responsibilities & Duties
- Provide advanced administrative support to the Executive Assistant, assisting in the coordination of executive-level priorities, schedules, and communications.
- Manage complex scheduling logistics on behalf of the Executive Assistant, including coordinating meetings with senior leaders, external partners, and stakeholders.
- Prepare, format, and refine executive-level correspondence, reports, and presentations with a high degree of accuracy and professionalism.
- Develop high-quality PowerPoint presentations and briefing materials for Executive Team, Board, and leadership meetings.
- Perform advanced data tracking, analysis, and reporting in Microsoft Excel.
- Support the Executive Assistant in managing strategic projects by tracking deliverables, timelines, and follow-ups across departments.
- Assist with and help oversee reconciliation of departmental and Executive Team expenses, ensuring accuracy, proper coding, and timely submission.
- Coordinate logistics for high-level meetings and events, including executive meetings, board meetings, and organizational initiatives.
- Draft agendas, capture detailed meeting minutes, and track action items to ensure timely follow-up and completion.
- Serve as a secondary point of contact for the Executive Office, helping to facilitate communication and ensure timely responses.
- Assist in improving and streamlining administrative processes to enhance efficiency within the Executive Office.
- Handle sensitive and confidential information with a high level of discretion and professionalism.
- Provide guidance and support to Administrative Assistant I and II roles, as needed.
- Assist with executive travel coordination, including itineraries, accommodations, and supporting documentation.
- Support planning and execution of employee engagement events, leadership meetings, and organizational activities.
- Maintain organized and comprehensive filing systems for executive communications, reports, and records.
- Provide backup phone coverage and reception duties for the Executive Office, screening and directing calls professionally.
- Handle mail sorting, shipping, and internal deliveries as needed.
- Travel between AST Health locations for meetings and document deliveries as needed.
- Perform other duties as assigned.
Education Requirements and Qualifications
Education and Qualifications
- Associate degree required; Bachelor’s degree in Business Administration, Health Administration, or related field preferred.
- 4-6 years of experience in an administrative support role, ideally within a healthcare or tribal government setting.
Knowledge, Skills and Abilities
- High proficiency in Microsoft Office Suite with emphasis on Excel (pivot tables, VLOOKUP, formulas) and PowerPoint (template use, animation, formatting).
- Strong organizational and time-management skills; able to multitask and prioritize competing demands.
- Experience with financial reconciliation and attention to detail in handling receipts and expense documentation.
- Excellent written and verbal communication skills with a high degree of professionalism.
- Ability to maintain strict confidentiality and handle sensitive information with discretion.
- Culturally sensitive and respectful of the needs of Native populations and tribal communities.
- Knowledge and understanding of confidentiality and non-disclosure of sensitive confidential information.
- Must have a valid Oklahoma Driver’s License.
- Must be able to pass a background check and drug test.
Physical Requirements and Working Conditions
- Must be able to sit, stand, stoop, bend or kneel for long periods of time.
- Prolonged sitting, standing, or walking; occasional bending, squatting, kneeling, and stooping; good finger dexterity and sensory perception; frequent repetitive motions; as well as talking, hearing, and visual acuity are required.
- Frequent lifting (up to 15 lbs)
- Occasional lifting (up to 30 lbs)
The Absentee Shawnee Tribe of Oklahoma (AST) is committed to Equal Employment without regard to race, religion, color, gender, national origin, age, disability, or sexual orientation. However, in accordance with the Indian Preference Act (Title 25 U.S. Code 472 and 473) preference in filling vacancies are given to qualified Indian candidates. AST will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and its amendments.
Native American Preference/EEO/Drug Free/Smoke Free Workplace
Posted Date:
12 hours 52 min ago
Tribal Preference/Native American Preference/EEO/Smoke Free/Drug Free Workplace
Indian preference applies to all positions, but all resumes will be accepted.
Forward Completed Absentee Shawnee Tribe applications with resume to:
Absentee Shawnee Tribe
Human Resources Department
2025 South Gordon Cooper Dr.
Shawnee, OK 74801
Fax: 405-273-2710
Email: HR@astribe.com