Overview

Job Summary:

The Executive Assistant works closely with the Foundation President with day-to-day work, including correspondence (written and oral communications), prioritizing situations that arise, coordinating appointments, events, travel, calendar, supervision as needed, coordinates board materials as needed, keeping records and planning/organizing all meetings. The ideal candidate will be an excellent communicator, building relationships with partners and NCAI staff.

Duties & Responsibilities:

Under the direction of NCAI Foundation President, the primary duties of the Executive Assistant include but are not limited to:

  • Lead the Foundation President’s professional calendar. This includes establishing and coordinating meeting details with donors and community partners.
  • Coordinate travel for NCAI Foundation leadership team.
  • Submit monthly NCAIF credit card expenditures.
  • Prepare reports for board meetings upon request.
  • Respond appropriately to incoming communications by solving problems, answering questions, referring to other members of the Foundation or NCAI teams or forwarding to the Foundation President for action.
  • Use independent judgment to make decisions on the Foundation President’s behalf or in their absence or referring to the Foundation President for consideration.
  • Research information requested by the Foundation President.
  • Coordinate internal communications with NCAI Directors to advance NCAIF work.
  • Closely coordinate and deliberately anticipate executive-level activities with the President.
  • Support the Foundation Leadership Team with the organization’s efforts to create a positive work environment and culture that supports its people, mission, and values.
  • Articulate the vision, mission, goals, and core values of the NCAI Foundation.
  • Organize meeting notes and input into centralized system.
  • Lead all aspects of executive level and board events including but not limited to invitation lists, catering, entertainment, and follow-up, as needed.
  • Administrative tasks: perform writing, transcribing contact reports on behalf of the Foundation President, maintaining confidentiality; ensure accurate and efficient filing of documents.
  • Maintain professional memberships for the Foundation board, foundation team and Foundation President.
    Ensure that NCAI bylaws are followed.

Required Skills/Abilities:

  • Excellent verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • High level of follow through, productivity and initiative.
  • Ability to function well in a high-paced and at times stressful environment.
  • Ability to handle multiple priorities and stay calm under pressure.
  • Extensive knowledge of office administration and software, clerical procedures, and recordkeeping systems

Education and Experience:

  • Bachelor’s degree
  • Five years of professional work experience in an office setting
  • Preferred: Experience working with Tribal Nations or Native serving organizations
  • Preferred: Experience within the nonprofit organization or higher education administrative environment

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Supervisor Responsibilities: None

Base Pay: $31.25 Hourly, commensurate with experience and educational qualifications

Work Hours and Environment: Remote eligible