Executive Assistant

JOB SUMMARY:

The Executive Assistant provides high-level administrative support to the Executive Director of the Hoopa Valley Tribe. This individual plays a key role in ensuring the smooth and efficient operation of the Executive Office by managing schedules, coordinating meetings, handling communications, and overseeing critical administrative functions. The incumbent will be responsible for handling complex, confidential, and time sensitive tasks. As the primary point of contact for the Executive Director’s office, the Executive Assistant acts as a liaison to the department managers, assisting them in facilitating operations across the Tribe’s various functions and ensure alignment with strategic goals.

DUTIES AND RESPONSIBILITIES:

1. Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.

2. Prepare and organize materials for meetings, ensuring the Executive Director has everything needed for productive discussions.

3. Draft and proofread correspondence, reports, and presentations on behalf of the Executive Director.

4. Maintain and organize electronic and physical filing systems for documents, records, and reports.

5. Serves as a liaison between the Executive Director and department managers/directors, ensuring effective communication and collaboration across the Tribe.

6. Coordinates and tracks action items from executive/administrative meetings, ensuring follow up with department managers on critical tasks and initiatives.

7. Respond to internal and external inquiries, directing them to the appropriate department or manager, as needed.

8. Handle sensitive and confidential information with discretion and professionalism.

9. Organize and coordinate meetings for the Executive Director, including preparing agendas, taking meeting notes, and ensuring timely follow-ups.

10. Assist with planning and coordinating of Tribal events, leadership retreats, and community outreach initiatives, working with other departments, as needed.

11. Support Tribal management staff in the preparation of reports, presentations, and other necessary documents for executive level review.

12. Monitor and track progress on key projects across departments, reporting updates

13. Arrange logistics for travel, accommodations, and itineraries for the Executive Director and other administrative staff, as needed.

14. Monitor and track progress on key aspects across departments, reporting updates to the Executive Director.

15. Ensure alignment between department activities and the Tribe’s strategic objectives by acting as a liaison between the ED and the department managers.

16. Contribute to the development and execution of Tribe wide strategic initiatives by researching, compiling data, and providing support to relevant stakeholders.

17. Assist with budget tracking and ensure timely submission of department financial reports for review by the Executive Director.

18. Help coordinate the allocation of resources effectively for strategic projects or organizational priorities.

19. Monitor the progress of projects, providing regular updates to the Executive Director and ensuring completion within set parameters.

20. Handles inquiries from Tribal Council, directing them to the appropriate resources or providing the requested information, ensuring that the Executive Director is not overwhelmed by routine questions.

21. Develops reports and presentations that will be shared with the Tribal Council or strategic planning sessions, Tribal initiatives, or other high-level discussions.

22. Assists with Tribal Council sponsored events, such as special meetings, annual membership meeting, and annual Sovereign Day celebrations.

23. May be required to attend meetings on behalf of the Executive Director, and act as a spokesperson; performing presentations for Tribal Council, management, staff and/or Tribal membership.

24. Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

The Executive Assistant has no supervisory authority or responsibilities.

QUALIFICATIONS:

• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of the Hoopa Valley Tribe’s culture, values, and governance structures, highly desirable.
• Strong understanding of organizational management and strategic planning.
• Must have strong interpersonal skills to build relationships with diverse stakeholders.
• Possess extreme human relations skills.
• Ability to establish and maintain working relationships with government agencies, community leaders, and the general public.
• Creative problem-solving skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to function well in a high-paced and at times, stressful environment.
• Ability to demonstrate diplomacy, in high stress situations.
• Excellent verbal and written communication skills.
• Proficient with Microsoft Office Suite or related software.
• Knowledge and/or training with budget preparation and fiscal management.

EDUCATION AND EXPERIENCE:

· Bachelor’s degree in Business Administration, Management, or similar from an accredited university; AND at least five years of business administration experience in a similar senior level administrative support role; OR

· Master’s degree in Business Administration, Management, or similar from an accredited university; AND at least three years of business administration experience in a similar senior level administrative support role.

· Proven experience in a complex organization.

· Experience working with MIP, Abila, Workflow and other Tribal software systems.

CONDITIONS OF EMPLOYMENT

1. Regular employees are subject to an annual performance evaluation following a 90-day evaluation from hire date.

2. Position is considered safety sensitive and employee is subject to the Tribal Alcohol & Drug Policy including preemployment, random, post-accident (the employee will be automatically tested), reasonable cause and re-entry alcohol & drug testing.

3. Employee is subject to Hoopa Valley Tribe's Title 30-A, Employment Background Investigation Policy.

4. Must possess a valid California Driver's License and be insurable under the Tribes Motor Vehicle Policy during term of employment.

5. Contract Employment: the employee is hired as a contract employee and is not considered a permanent employee of the Hoopa Valley Tribe. The contract does not establish an employer-employee relationship beyond the terms outlined within the contract agreement. The employee shall perform duties as outlined in their job description and in accordance with the standards set by the HVT. The contract agreement shall be governed by and interpreted under Tribal law.

6. Reasoning Ability:Ability to define problems, collect and analyze data, establish facts, and draw valid conclusions without bias. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

7. Work Environment: Characteristics of the work environment described here are representative of those an employee encounters while performing the essential duties of this job. The atmosphere is professional. There is a strong emphasis on clear, respectful, and concise communication; we promote focus and concentration; while there is a lot of individual work, there is also a strong focus on collaboration. Although this position may require long office hours, the Tribe encourages a good work-life balance. Office based, with frequent meetings and engagements. Some travel required for legislative hearings, conferences, and intergovernmental meetings.

8. Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, speeches, and procedure manuals; using innovative techniques. Ability to effectively present sensitive information to Tribal Council, managers, staff and/or the Tribal membership.

9. Mathematical Skills: Must have the ability to apply concepts such as modern algebra, advanced calculus, and advanced statistical theory. Must have the ability to compile and analyze data and to perform quantitative and qualitative research analysis essential to program reporting.

10. Physical Demands: 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. While performing the duties of this job, the employee is subject to prolonged periods of sitting at a desk and working on a computer. The incumbent must be able to lift up to 15 pounds at a time.

11. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

12. Preference in hiring will be given to qualified Indian Applicants pursuant to Title 13; Hoopa Tribe’s TERO Ordinance apply.

Job Type: Full-time

Pay: $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $95,000