Executive Assistant

Department: Executive
Reports To: Pawnee Business Council

Supervisor: Executive Director
Classification: Non-Exempt
Employment Status: Full-Time
 

POSITION OVERVIEW

Under direct supervision of the Executive Director, the Executive Assistant performs high level administrative support assisting the Pawnee Business Council in planning, organizing, directing, and controlling complex organizational functions and staff activities. 

1. Provides high level administrative support and clerical assistance;
2. Responsible for recording, transcribing, preparing minutes of Pawnee Business Council meetings, budget meetings, etc.;
3. Responsible for preparing and compiling meeting packets for the Pawnee Business Council, Committees, and/or Commissions;
4. Responsible for maintaining the Pawnee Business Council members itinerary which includes arrangements for travel, schedules, and reservations;
5. Maintains an up-to-date calendar of all upcoming meetings and events, and coordinates scheduling efforts with the executive office;
6. Creates and maintains accurate hard copy and electronic files, records, and historical documents for the Pawnee Business Council and other tribal entities;
7. Responsible for the development and maintenance of an electronic repository for archived documents;
8. Responsible for phone coverage for the President’s Office and Council phone calls; 
9. Responsible for all incoming mail for the President’s Office and the Pawnee Business Council;
10. Responsible for composing and processing out-going correspondence, including letters, memos, reports, consultant contracts, etc.;
11. Processes all paperwork related to program support such as purchase requisitions, invoices for payments, travel documents, etc., utilizing the Microix system;
12. Responsible for electronically approving purchases in excess of $5,000 utilizing Microix system on behalf of the Pawnee Business Council ensuring that all required approved minutes and accurate documentation are attached;
13. Responsible for ordering and tracking inventory of programmatic supplies and related materials;
14. Responsible for verifying signature and completeness on checks, invoices, travel, etc.;
15. Serves on the Tribal Emergency Response Committee (TERC);
16. Maintains confidentiality;
17. Contributes to a team effort and accomplishes related results as required;
18. Supports legislative and policy coordination efforts by tracking Council resolutions, tribal laws, and intergovernmental communications; assists in preparing summaries, briefing materials, and follow-up documentation for Council review and external partners;
19. Serves as a liaison for the Pawnee Business Council in coordinating with tribal departments, state agencies, and federal entities on scheduling, document exchange, and policy-related correspondence; ensures timely and accurate communication flow;
20. Assists in the review and formatting of draft legislation, policy proposals, and regulatory documents; maintains organized records of legislative actions and supports Council members in preparing for hearings, consultations, and strategic planning sessions;
21. Performs other duties, as assigned and within the scope of the position;

MINIMUM QUALIFICATIONS

Education

Minimum: Associate’s Degree in Business Administration or related field; or, One (1) year of business school or Vo-Technical training in Clerical Office Management or Administrative Assistance/Secretarial Science or related field.

Experience

Minimum: Two (2) years of experience in progressively responsible administrative positions and a minimum of four (4) years of experience in tribal programs.

KNOWLEDGE, SKILLS, AND ABILITIES

The successful candidate must demonstrate:

Computer: 

1.           Proficiency in Microsoft applications, including Word, Excel, Outlook, Power Point, Internet Explorer, Adobe, etc.;

2.           Proficiency in the proper use and operation of standard office equipment (fax, copier, telephone, etc.).

3.           Ability to learn Microix software system;

4.           Ability to type 40 words per minute.

Communication: 

1.           Ability to establish and maintain professional relationships with the Pawnee Business Council, Pawnee Nation employees and tribal members, as well as representatives from external agencies and American Indian tribes;

2.           Ability to foster team effort and cooperation with co-workers and supervisors in a professional manner;

3.           Skilled in the use of business communications (proper spelling/grammar);

4.           Skilled in the use of business arithmetic (accounting, etc.).

Miscellaneous: 

1.           Ability to pass a background screening;

2.           Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds;

3.           Ability to be persuasive and tactful in controversial situations;

4.           Must demonstrate strong organizational skills, with the ability to prioritize;

5.           Ability to meet deadlines, adapt to changing priorities, and work well under pressure;

6.           Ability to effectively conduct research, analyze information, and interpret data;

7.           Ability to analyze situations and adopt appropriate courses of action;

8.           Must demonstrate knowledge of modern office methods, practices, and procedures;

10.         Must work independently;

11.         Must possess a valid Oklahoma Driver's license and be insurable by the Pawnee Nation's insurance carrier.

PHYSICAL DEMANDS

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; and walk. The employee occasionally is required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

WORKING CONDITIONS

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work is occasionally required. There is regular interaction with the public, other agencies, and employees. Tight time constraints and multiple demands from several people are common. Travel may be required for training, meetings, conferences, presentations, and other events.