Tribal Office Executive Assistant

The Executive Assistant is responsible for advanced-level executive support to all departments for supporting the ongoing administrative, financial, and operating functions of the Kashia Tribal Government Office. The Executive Assistant will be responsible for managing schedules, coordinating travel, managing Tribal Adminstrator calendar, including, meetings, minutes, agenda preparation and distribution and drafting correspondence.  This person will also proofread, analyze data, prepare reports, arrange meetings, conferences and assist on special projects.  Other responsibilities include handling of telephones, mail processing, maintaining mailing and enrollment databases.  Must be technically savvy, comfortable with MS Office, Adobe, and Outlook, along with possessing excellent written and verbal communication and organizational skills.This role requires the ability to attend various meetings outside of business hours, and occasionally on the weekends. Essential Duties & Responsibilities:Typical duties may include, but are not limited to the following:•  Manage and maintain administration, office schedules, zoom calendar and room set-up for Tribal Council, Tribal Administrator, Fiscal and THPO.•  Manage Tribal Council and General Council meetings including agenda items, onscreen files, laptop files, hard copies, meeting minute templates and email.•  Set-up of General Council meetings from securing venue, paperwork, meeting minutes, food handling, create 30-day notice and 14-day notice agenda.•  Make sure documents are signed and sent to departments, obtain check signatures and Tribal Council follow up.•  Collaborate with legal staff on all agenda items, contracts, election issues, office issues and resolutions.•   Responsible for the Board Committee and Director announcements.•   Perform contract administration by way of reviewing approved legal documents from start to finish and through Tribal Council delivery under the direction of the Tribal Administrator. •   Assist with monthly, quarterly, and annual reports required by the Tribal Administrator.•   Exercise discretion and professionalism when relating to sensitive internal and external matters and be willing to sign confidentiality agreement.•   Organize and maintain paper and electronic files such as MOU’s, agreements, contracts, Tribal Council meeting minutes and resolutions.•   Prepare reports, memos, letters, and responses to correspondence. Collection of monthly staff reports and follow-up to completion.•  Oversee all office operations including working with building management related to existing and new leases, copy machine, water machine,  IT, any office repairs while working with building management on heat, air, water, and plumbing issues.•   Purchase supplies for all departments including Administration, Environmental Planning, Cultural, Housing and Emergency.•   Information Technology coordination of p/c, laptops, phone purchases and phone set up in our Connect2gop system.•   Monitor and coordinate all social media.•   Assist all departments and staff with their needs under the directive of the Tribal Council and Tribal Administrator.•   Election coordination includes administering nominations and elections processes annually. Work with the election committee to complete timely election schedules. Run background checks on all nominees to confirm eligibility.•   Work on all ICWA related requests, court documentation, assistance with enrollment and court-related paperwork, work with families and in a timely manner.  Qualifications:•  AS Degree in Business Administration or Management.•  4 – 7 years of experience working as an Executive or high level Administrative Assistant in fast-paced, high volume office.•  Exceptional computer skills, including all Microsoft Office products, Adobe and Outlook.•  Excellent oral and written communication skills.•  Ability to work independently and use sound judgment in making decisions.•  Ability to handle multiple tasks and work under deadlines.•  Professional telephone manners and public relations skills.•  Experience working with Native American background preferred.  Physical Requirements:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Sitting/Mobility: Approximately 75% of time is spent doing clerical work while the rest of the time is spent moving around work areas. Communication: Ability to effectively communicate with co-workers, Board members, members of outside agencies, in person, by telephone, and by email. Vision: Ability to effectively use a computer screen and interpret printed materials, memos, and other appropriate paperwork. Lifting/Carrying: Ability to occasionally lift and/or move objects weighing no more than 40 pounds. Reaching/Handling: Ability to input information into computer systems and retrieve and work with appropriate paperwork, equipment, and supplies. Use of standard office equipment, including computer, telephone, calculator, copiers, and fax. Ability to perform the essential job functions consistently safely and successfully and maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards. EQUAL OPPORTUNITY EMPLOYMER: The Stewarts Point Rancheria is an Equal Opportunity Employer (EOE).  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions pursuant to applicable Tribal and federal law. INDIAN PREFERENCE:Qualified Native Americans will be given preference in hiring and all terms and conditions of employment as required by the Indian Self-Determination and Education Assistance Act (25 U.S. 450, et seq.), Tribal law and policy, and other relevant laws.Company DescriptionWelcome! The Kashia Band of Pomo Indians of the Stewarts Point Rancheria is a Federally Recognized Tribe located in Sonoma County of California.The Kashia Band of Pomo Indians were the first inhabitants of the coastal Sonoma County area around Fort Ross. The Kashia lived in lands that extended from the Gualala River in the North to Duncan’s Point south of the Russian River. From the West, Kashia territory extended from the pacific coast over coastal mountain ranges down the Warm Springs Creek to the confluence of Dry Creek, thirty miles inland. An estimated 1,500 people inhabited this area pre-contact, and migrated seasonally throughout this territory to take full advantage of the resources for their subsistence. By 1870, only 3 villages remained and by 1914, the United States Federal Government began the process of taking land into Trust, establishing the Stewarts Point Rancheria.

Salary : $33 - $40