Executive Assistant/Board Administrator

POSITION PURPOSE

Under the direction of the Chief Executive Officer (CEO), the Executive Assistant/Board Administrator is responsible for supporting the CEO and Executive Team of Haak’u Health Center through high-level administrative, operational, and strategic coordination. This role also serves as the primary administrative support to the Haak’u Health Center Health Board and ensures compliance with Acoma governance structures, federal regulations, and organizational bylaws.

The position requires strong organizational skills, cultural competence, and the ability to work within a tribally governed health system that prioritizes patient care, community wellness, and the values of the Acoma Pueblo.

ESSENTIAL DUTIES, FUNCTIONS & RESPONSIBILITIES

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

• Provide comprehensive administrative support to the CEO and executive leadership, including calendar oversight, schedule coordination, travel planning, and meeting preparation.
• Prepare executive-level documents such as briefings, reports, presentations, resolutions, and correspondence.
• Coordinate sensitive communications between leadership, tribal departments, community stakeholders, and external partners.
• Support execution of strategic initiatives by tracking timelines, deliverables, and project milestones.
• Maintain a high level of confidentiality and discretion regarding sensitive organizational, patient, and personnel information.
• Assist in monitoring organizational performance indicators, grant deliverables, and executive action items.
• Facilitate internal communication flow between departments and the executive office, helping maintain alignment with HHC priorities and strategic plan.
• Coordinate all Health Board and committee meetings, including planning, notices, logistics, room setup, technology support, and required documentation.
• Prepare and distribute board packets, agendas, minutes, resolutions, and follow-up actions in accordance with Health Board bylaws and standards.
• Maintain complete and accurate records of Health Board actions, including motions, decisions, policy approvals, elections, and committee assignments.
• Ensure adherence to tribal governance protocols, confidentiality expectations, HIPAA, and applicable federal regulations (e.g., Indian Health Service requirements, HRSA, CMS).
• Serve as primary liaison between Health Board members and the executive leadership team.
• Track Board member terms, compliance requirements, and training.
• Oversee onboarding and ongoing development for new and existing Board members, including orientation to HHC’s mission, philosophy, and tribal expectations.
• Support planning and execution of Health Board retreats and strategic sessions.
• Ensure communication practices support the values and traditions of the Acoma community while promoting professional standards and transparency.
• Work effectively with Tribal Administration, the Governor’s Office, Acoma programs, and community partners.
• Support culturally respectful engagement with community members, elders, and leadership.
• Assist in preparing culturally sensitive communications for the CEO and Board when needed.
• Maintain secure filing systems for executive and Health Board documentation (digital and physical).
• Support the design and improvement of administrative workflows, project tracking systems, and organizational processes.
• Coordinate executive and Health Board events, internal trainings, leadership gatherings, and community-facing meetings.
• Assist in preparation for accreditation, audits, compliance reviews, and reporting obligations (e.g., AAAHC, HRSA, federal grants).
• Support cross-departmental project coordination to ensure alignment with HHC’s mission of delivering high-quality, culturally respectful healthcare.
• Other duties as assigned.

MINIMUM MANDATORY QUALIFICATIONS:

• Associate’s degree in Business Administration, Health Administration, Public Administration, or related field.
• 2 – 4 years of direct experience supporting senior executives; healthcare or tribal government experience.

MANDATORY KNOWLEDGE, SKILLS, ABILITIES & OTHER QUALIFICATIONS:

• Strong understanding of tribal health systems, governance structures, and administrative operations.
• Excellent communication skills (written, verbal, and interpersonal).
• Competence in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel, PowerPoint).
• Knowledge of federal Indian health programs, confidentiality laws, and regulatory standards.
• Strong analytical and organizational skills with attention to detail.
• Ability to maintain professionalism, diplomacy, and cultural sensitivity in all interactions.
• Capacity to manage competing priorities and work in a fast-paced environment.
• Commitment to the mission and values of Haak’u Health Center and the Acoma Pueblo.
• Ability to demonstrate a high degree of trust and confidentiality.
• Ability to work independently and assume assigned responsibilities.
• Skilled in efficiency, organization, time management, and prioritization
• Ability to be flexible and function well in a fast-paced environment.
• Ability to communicate effectively and relate to people of different backgrounds.
• Ability to pay attention to detail.
• Excellent organizational skills
• Ability to multitask and prioritize.
• Ability to handle confidential information.

POSITION PREFERENCES

• Bachelor’s degree in Business Administration, Health Administration, Public Administration, or related field.
• 5 years of direct experience supporting senior executives; healthcare or tribal government experience.
• Experience in a tribal health setting, Indian Health Service (IHS), or community health organization.
• Knowledge of Pueblo/Tribal community protocols, cultural expectations, and communication norms.
• Experience working in a Tribal 638 organization.
• Native American Preference