POSITION TITLE : Executive Assistant - Executive Council
DEPARTMENT : Administration
LOCATION : Longview, WA
REPORTS TO : Assistant Tribal Manager
FLSA STATUS : Exempt; Full-Time
WAGE RANGE : $105,664.00 - $126,776.00
CLOSING DATE : 3 / 13 / 2025
This role is open to Cowlitz Indian Tribe employees and enrolled Cowlitz tribal members only.
- If you are an American Indian / Alaska Native and / or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and / or DD214.
Position Summary :
The Executive Assistant - Executive Council provides high-level administrative support to the Executive Council and Tribal Council within the Cowlitz Indian Tribe (CIT). The incumbent ensures smooth communication and coordination throughout Tribal Council and administration, prepares documentation for the Executive Council and Tribal Council, and manages scheduling, meetings, and correspondence. The Executive Assistant - Executive Council maintains professionalism in all interactions with internal and external customers, and honors and represents the mission, vision, and values of CIT.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Essential Duties & Responsibilities :
Provides high-level administrative support to the Executive Council and Tribal Council within the Cowlitz Indian Tribe (CIT).Responds to inquiries, including receiving and resolving complaints from the public and Tribal Members.Acts as liaison between Tribal leadership and administration.Manages and maintains emails, calendars and appointments for leadership ensuring timely responses; informs leaders of upcoming commitments; prepares leadership for meetings by communicating and providing information in advance.Reviews incoming reports, surveys, studies and miscellaneous documentation to keep the executives and directors informed of significant findings.Conserves leadership's time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications; and other matters.Performs administrative duties to support leadership enabling them to be highly effective in executing their roles; maintains the highest level of confidentiality of all information and records, including, but not limited to financial data, budgetary information, projects, investigation, etc.Researches, prioritizes, and manages responses to incoming correspondence and requests.Maintains active communications with all programs and tribal entities as directed; maintains credibility, trust, and open communication with staff.Serves as a Communications Team member including managing newspaper and town hall meetings; assists in updating and maintaining Cowlitz Tribal website; advocates, promotes and improves "cultural learning" through communication sources to ensure awareness of tribal activities, events, services, and community.Coordinates and works collaboratively with Executive Council and Tribal Council.Assists in preparing annual budget and budget modifications; maintains budgets and accounts payable records and ensures the timely processing receipts and expenditures.Processes receipts and expenditures related to Tribal Council and Executive Council.Maintains compliance with applicable local / state / federal / tribal laws, regulations, policies, and best practices.Works with Tribal administration on developing and maintaining a storage system for Executive Council and Tribal Council documents.Enhances professional growth and development through participation in seminars, educational workshops, classes, and conferences.Maintains strict confidentiality.Contributes to a team effort and accomplishes related results as required.Performs other duties as assigned.Knowledge, Skills, and Abilities :
Knowledge of traditional forms of government and tribal customs and traditions.Knowledge of department organization, functions, objectives, policies and procedures.Knowledge of applicable federal, state, county and local laws, regulations, and requirements, including.Knowledge and full understanding of federal, state, and private grant regulations, particularly in budgeting, reporting, and compliance requirements.Knowledge, understanding, and / or willingness to learn about Cowlitz culture and customs.Knowledge of the CIT tribal constitution, tribal codes, tribal resolutions, and council directives.Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment.Skill in exceptional written and verbal communication for creating compelling grant proposals and collaborating with internal and external stakeholders.Skill in preparing, reviewing, and analyzing operational and financial reports.Skill in leading the work of assigned staff.Skill in making effective decisions in emergency situations.Ability to lead teams, manage workloads, and supervise multiple grant projects simultaneously.Ability to analyze program needs, forecast funding requirements, and resolve compliance or budget issues.Ability to manage budgets and maintain financial records.Ability to maintain and handle confidential and sensitive information with discretion.Ability to communicate efficiently and effectively both verbally and in writing.Ability to handle multiple tasks and meet deadlines.Minimum Qualifications :
Associate's degree in Business or Public Administration preferred.Five years related administrative experience; executive-level administrative experience preferred.A combination of relevant education and related work experience may be considered.Valid driver's license is required when driving vehicles for work-related purposes.Must be able to successfully pass a background screening / investigation according to the established requirements below.Experience working in Indian Country preferred.Familiarity with budget management and financial reporting.Experience working in tribal organizations.An equivalent combination of education and experience may also be acceptable.May be asked to sign a non-disclosure agreement (NDA).Valid driver's license is required when driving vehicles for work-related purposes.Must be able to successfully pass a background screening / investigation according to the established requirements below.Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT's established safety policies regarding vaccine requirements and personal protective equipment (PPE).
Background Investigation Requirements :
Pre-employment drug screen.Reference checks, education and employment verification.Federal, state, and / or tribal criminal history and sanction checks including fingerprint verification.Physical Demands :
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and communicate effectively. The employee occasionally is required to move throughout the facility; and reach with hands and arms. The employee is occasionally required to lift up to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.
Work Environment :
Work is generally performed in an office setting with a moderate noise level. Evening and / or weekend work may be required. Tight time constraints and multiple demands are common.
Salary : $105,664 - $126,776
