Executive Administrative Assistant to the Tribal Administrator

Description

Equal Employment Opportunity Statement

The Peoria Tribe of Indians of Oklahoma does not discriminate on the basis of race, color, national origin, sex, religion, age or disability status in employment. Individuals of Indian ancestry will be given preference by law in initial employment or re-employment.

Position Purpose:

The Executive Administrative Assistant is responsible for assisting the Tribal Administrator and other tribal staff members in the daily administration of tribal affairs. This involves consultation with the Tribal Administrator on various administrative matters and, at the request of the Tribal Administrator, attendance at appropriate meetings of the Business Committee, the General Council, with other tribes, the Bureau of Indian Affairs, as well as other organizations, federal, and state agencies.

Essential Duties and Responsibilities:

• Respond to correspondence and requests for reports or other information as requested.
• Uphold the highest level of confidentiality in all matters, demonstrating complete respect for sensitive information. Foster a culture of trust and unity, embodying the principle of “We Are One” in all professional interactions.
• Ensure the Tribal Administrator stays on track with scheduled meetings, providing timely reminders and maintaining detailed and accurate minutes for every meeting to ensure all action items and decisions are properly documented and followed up on.
• Maintain a polished, professional appearance always and be prepared to facilitate or contribute to meetings, presentations, or brainstorming sessions using a whiteboard as needed.
• Screen and return phone calls promptly, ensuring effective communication. Follow up on emails as needed to ensure all inquiries are addressed promptly and professionally.
• Act as a proxy for the Tribal Administrator in his absence, ensuring continuity of operations, managing communications, and assisting with decision-making and administrative tasks as needed.
• Ensure the Tribal Administrator’s expectations are communicated and understood while professionally conveying their viewpoints, maintaining a strong presence, and confidently advocating for his interests in all interactions.
• Arrange business travel, including seminar registrations, airline bookings, and hotel reservations as requested, and assist with preparation of travel expense requisitions and reconciliations as needed.
• Represent the Tribe as a member of community and professional organizations as directed by the Tribal Administrator.
• Assist staff members as necessary.
• Assist with the compilation of information for reports.
• Maintain administrative files and records.
• Other duties as assigned.

Education and Experience:

• Possess a high school diploma or equivalent.
• At least four years of Administrative Assistant experience preferred.

Knowledge, Skills, and Abilities:

• Must have excellent verbal and written communication skills and interpersonal skills.
• Possess knowledge of the Constitution of the Peoria Tribe of Indians of Oklahoma as well as other enacted Acts and Codes.
• Must be able to handle confidential and sensitive material/information with discretion.
• Organizational and record-keeping skills are necessary for accurate maintenance of files, correspondence, and follow-up.
• Proficiency with computers and programs such as Word, Excel, PowerPoint, and Internet.

Certifications:

• Valid Driver’s License and Insurance.

Conditions of Employment:

The Peoria Tribe of Indians of Oklahoma operates a drug-free workplace.

• May be required to submit to and pass applicable drug test and background check.
• Adhere to all work rules, policies & procedures, and safety standards.

Requirements

Work Requirements:

The position involves prolonged sitting, standing, stooping, or bending, lifting, or carrying 30 pounds daily. Work is generally performed in an office environment with varying levels of lighting, air quality, noise, and/or temperature.