Executive Assistant

This position organizationally falls under the Kickapoo Tribe of Oklahoma.  Operational hours are Monday through Friday; 8:00 A.M. to 5:00 P.M, or as needed. The purpose of this position is to provide the overall administration functions on behalf of the Executive Director of the Kickapoo Tribe of Oklahoma. The Executive Assistant may also provide support and assist tribal members and other clientele with questions and/or processing forms. They also serve as links between the Business Committee and the Tribal Admin staff, Health Director, General Manager, Boards & Commission to contribute to better organization and planning, and help leaders be more effective in their roles. The Executive Director Office is a fast-paced department and requires self-motivated individuals capable of multi-tasking and travel.

ESSENTIAL DUTIES AND RESPONSIBILITES

Tasks are as follows, but not limited to:

1. Coordinate calendar for activities for the Executive Director.
2. Complete meeting minutes, coordinate meeting logistics, and maintain correspondence, records, appointments, and schedules.
3. Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
4. Answer telephones and relays information to callers, take messages, or transfer calls to appropriate individuals.
5. Greet visitors, handle their inquiries, and direct them to the appropriate persons according to their needs.
6. Serve as primary contact for tribal members, tribal directors, employees, tribal commissions and boards, and other concerning matters that should be addressed by the Executive Director.
7. Assists Tribal employees with travel requirements in accordance with the Travel Policy.  Responsible for reviewing accuracy of travel requests, making airline and hotel reservations, registering Tribal employees for conferences, etc.
8. Set up and maintain filing systems for records, correspondence, and other material.
9. Locates and attaches appropriate files to incoming correspondence requiring replies.
10. Opens, reads, routes, and distributes incoming mail and other material, and prepare answers to routine letters.
11. Complete forms in accordance with Tribal operational procedures.
12. Post notices and research tribal records.
13. Perform other duties as assigned.
14. Hold all information in strict confidence.
15. Travel as needed.

Education and Experience:

• High school diploma or GED equivalent. 
• Associate’s degree in business preferred and or;
• Two (2) years previous clerical support experience in a fast-paced office setting                       

Additional Qualifications:

• Ability to do the work of the position with or without direct supervision.
• Excellent organizational skills and time management skills.
• Must have excellent communication skills both verbally and written.
• Ability to maintain a HIGH level of confidentiality.

The Executive Assistant must have:

• Ability to interact with tribal members, government employees, and the general public.
• Must have telephone etiquette, a good personality, compassion, and patience with tribal members and the public.
• Excellent interpersonal and communications skills to establish and maintain effective working relationships and ability to interact with employees at all levels, both in person and through phone, e-mail and written correspondence.
• Ability to clearly convey information to all levels of staff.
• Work independently and as part of a team of ensure proper work practices.
• Must be able to work under pressure and meet strict deadlines.
• Ability to handles multiple tasks simultaneously; skill in working in an environment subject to constant interruptions and quickly changing priorities, ability to prioritize and delegate responsibilities when necessary; effective time-management skills.
• Must have experience in all Microsoft Office programs, which includes, but not limited to, Excel, Word, Publisher and Power point.

Ability to work under pressure in a fast-paced environment and maintain personal composure, evaluate situations, and act/react appropriately, use tact in dealing with business associates, staff, visitors, and tribal members in difficult situations. Must reply to work phone calls within a two (2) hour time frame to maintain communication. There are constant deadlines associated with this position.  The employee must be able to multi-task and interact with a wide variety of people at various times and on complicated and diverse issues.

The work environment characteristics described herein are representative of those an employee encounter. Normal office conditions exist as do conditions with other associated programs and services; Noise levels, stress, tribal members/visitors flow, and number of associates directly managed will vary but may be considered high.  Administrative workload will be managed daily with additional hours required from time-to-time.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the primary functions of this job.  While performing the duties of this job, the employee is required to frequently stand, walk, sit, bend, twist, talk and hear/listen.  There are prolonged periods of sitting, keyboarding, reading as well as standing. The employee must occasionally lift and/or move up to fifty (50) pounds.  Specific vision abilities required by this job include reading, distance and computer and color vision.  Talking and hearing/listening are essential to communicate with tribal members/clients/staff and peers.  

In performance of their respective tasks and duties all employees of the Kickapoo Tribe of Oklahoma are expected to conform to the following:

• Fully uphold all principles of confidentially
• Adhere to all professional and ethical behavior standards must be compliant with the personnel policies.
• Interact in an honest, trustworthy, and dependable manner with co-workers/clients.
• Must be culturally sensitive and respectful to the beliefs and traditions of the Kickapoo Tribe of Oklahoma
• Meet or exceed the performance standards as set out by organization.
• Work independently and as a team member; consistently demonstrating professionalism, courtesy, efficiency, excellent internal and external customer service, high ethical standards and behavior that contribute to harmonious relationships.
• Uphold the Policy and Procedures of the Kickapoo Tribe of Oklahoma and associated programs services and the Kickapoo Tribe Employee Policy and Procedures.
• To report and document accidents/injuries immediately to supervisor.
• Maintain high standards of personal appearance and grooming.
• Attends all scheduled employee meetings/trainings and brings suggestions for improvement.

The Kickapoo Tribe of Oklahoma 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.

In reference to Personnel Policy, Section 1-24, Employment At-Will.  All employees who do not have a written contract with the employer for a specific fixed term of employment are thereby employed at the will of the employer for an indefinite period. Employment with the Kickapoo Tribe, without a written contract, is voluntary and therefore employees are free to resign at any time with or without cause or reason.  Likewise, the Tribe may terminate the employment relationship at any time with or without notice and for any lawful reason deemed appropriate by the Tribe for good cause, bad cause, or no cause at all.  This policy is commonly referred to as “employment-at-will.”

DISCLAIMER:  The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position.  It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  Employee will be asked to perform other duties as needed.