Executive Assistant - Tribal Council

Executive Assistant to Tribal Council

Department: Tribal Council

Program: Tribal Council

Reports to: Tribal Council Office Manager

Employment Status: Full-Time

FLSA Status: Non-Exempt

Schedule: 40 Hours/52 Weeks

Job Summary

Provides high-level administrative support to the Tribal Council Office Manager and the Tribal Council with the expectation of maintaining utmost confidentiality and records management. Responsible for assisting and supporting through the coordination of meetings, travel arrangements, annual strategic planning sessions, and distributing information from the Tribal Council to Tribal Members and staff. The Executive Assistant performs a wide variety of administrative functions: answers the telephone, drafts correspondence, drafts agenda and minutes for the Tribal Council, provides oversight of draft agenda and minutes for Committee meetings as directed and coordinates travel for the Tribal Council.

Essential Functions

• Provides written notification to Tribal Council Members when written and verbal correspondence requires their attention and maintain record of incoming and outgoing correspondence pertaining to Tribal Council
• Coordinates Tribal Council to Tribal Community communications, i.e., flowers, recognition of Tribal Members, and events
• Prepares documents and correspondence for the Tribal Council's review, signature and distribution
• Responsible for all Tribal Council meetings at the direction of the Tribal Council Office Manager, including but not limited to preparation, agendas, drafting minutes and redlining
• Responsible for supporting the communications, preparation, agenda and minutes for the Tribal Council, Committees, Boards, Commissions and Ad Hoc meetings as assigned
• Assists with the organization and updates of the Tribal Council portal on the Tribe's Intranet for effective and efficient document retention
• Provide assistance to all Tribal Council Members as needed including but not limited to preparing and delivering materials, coordination of onsite and offsite meetings, travel and completion of Trip Summary Reports
• Shall maintain a clean and orderly Tribal Council Chambers and kitchen including taking inventory and ordering supplies on a weekly or as needed basis
• Represents the Tribal Council as a professional staff member at all times and not violate confidentiality by sharing, posting, distributing information of any kind or in any manner without Tribal Council's expressed, written consent

It is the intent of this job description to highlight the essential functions of the position; however, it is not an all-inclusive list. The incumbent may be called upon and required to follow or perform other duties and tasks requested by his/her supervisor, consistent with the purpose of the position, department and/or the Kenaitze Indian Tribe's objectives.

Working Conditions

Lifting Requirements

• Light work - Exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Physical Requirements

• Stand or Sit (Stationary position)
• Walk (Move, Traverse)
• Use hands/fingers to handle or feel (Operate, Activate, Use, Prepare, Inspect, Place, Detect, Position)
• Climb (stairs/ladders) or balance (Ascend/Descend, Work atop, Traverse)
• Stoop, kneel, crouch or crawl (Position self (to), Move)
• Talk/hear (Communicate, Detect, Converse with, Discern, Convey, Express oneself, Exchange information)
• See (Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess)
• Pushing or Pulling
• Repetitive Motion

OSHA Categories

• Category III - Normal routine involves no exposure to blood, body fluid or tissue and as part of their employment, incumbents are not called upon to perform or assist in emergency care or first aid

Travel

• Local
• In-State
• Out-of-State

Qualifications

Education

• Associate's Degree in business, management, communications or related field, or a combination of education and experience in a related field may be substituted for a degree

Experience

• One year (1) of executive level administrative experience
• One year (1) of office management experience

License/Certification

• Must have a valid Alaska State driver's license and must remain insurable under the Tribe's policy, or obtain within 90 days of hire
• Must be a Public Notary or obtain within 90 days of hire

Preferred

• Knowledge and experience working with tribes and/or native corporations
• Knowledge and experience working with cultural diversities

Special Skills

• Must exercise extreme discretion and follow confidentiality policies and regulations
• Must ensure quality communication when addressing the needs of Council, Tribal Members and staff in a professional manner
• Must be self-motivated with a positive approach with Council, Tribal Members and staff
• Must possess excellent organizational skills and the ability to prioritize multiple projects and deadlines
• Must be able to type 50 wpm
• Must have strong writing, editing, proofreading, layout and design skills
• Must have excellent customer service and listening skills
• Must demonstrate the willingness to learn the language, culture and history of the Dena'ina people
• Proficiency with Microsoft Suite, or obtain training within 90 days of hire
• Ability to work independently as well as collaboratively
• Conducts business in a service-oriented manner that is attentive, pleasant, respectful and kind when dealing with un'ina, visitors, co-workers and others

*Memorandum of Understanding: Serves as documented evidence that the Kenaitze Indian Tribe has expressed the ineligibility of an employee to operate motor vehicles owned, leased or rented by the Kenaitze Indian Tribe, or to operate a personal vehicle on behalf of the Kenaitze Indian Tribe.