Executive Assistant to Tribal Council

Overview

SUMMARY:
The Executive Assistant provides administrative support to the Pechanga Tribal Council and Executive Staff, handling a wide range of administrative and executive support related tasks. Duties include but are not limited to managing and coordination of executive calendars, travel arrangements, preparation and typing of correspondence, answering phones, greeting visitors, scheduling appointments, filing and performing a wide variety of other routine administrative tasks as assigned. The Executive Assistant works under general supervision with considerable latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Provides administrative support for Tribal Council and Executive Staff.
• Schedules and coordinates appointments, meetings, and conferences.
• Manage, organize and coordinate executive calendars and schedules.
• Coordinate travel arrangements. Anticipate travel details, related needs, time zone issues and organize appropriately. Prepare and provide confirmation of travel arrangements and/or a travel itinerary, execute last minute revisions, and ensure availability to execute changes during travel.
• Assists Tribal Council members in providing service to Tribal Members by answering the phone, responding to inquiries and greeting visitors.
• Must be responsive and available to work extended hours, to include answering and/or responding to emails and phone calls outside of normal business hours and on weekends when needed.
• Must be available to work during General Membership meetings on Sundays approximately 6-12 times per year.
• Exercise discretion and professionalism when relating to sensitive internal and external matters and be willing to sign confidentiality agreement.
• Works independently with minimum direction and must use independent judgement to make decisions.
• Prepares, proofreads, edits, and corrects correspondence and documents.
• Arranges teleconferences, conference calls, and virtual meetings.
• Process all donation and sponsorship requests, when assigned.
• Reconciles and prepares Tribal Council’s and own monthly expense reports.
• Handles special projects and conducts internet research, or other research, as requested.
• Prioritize emails and other correspondence including faxes.
• Manages incoming mail and other documents, distributing and acting upon accordingly.
• Maintains Tribal Council department files.
• Determines need for and requisitions supplies, equipment, and repair and maintenance services.
• Must adhere to all policies and procedures of the Pechanga Tribal Government.

QUALIFICATIONS, EDUCATION AND EXPERIENCE:
• A minimum of 4-7 years of related experience in senior, executive level support position (experience in supporting medium-size governmental office, or other comparable executive office, desirable).
• AA degree or a combination of education and related work experience.
• Advanced computer skills, including proficiency with Microsoft Office applications.
• Typing of 55 wpm (with no more than 10 errors); 65 wpm preferred.
• Experience handling confidential and/or sensitive information.
• Excellent writing and communication skills with strong proofreading and accurate grammar.
• Exceptional and outstanding organizational skills, detail oriented, with strong multitasking and prioritization skills.
• Excellent interpersonal skills, tact, patience, flexibility, and ability to deal with change and maintain a professional demeanor at all times.
• Ability and flexibility to work overtime on short notice, to include answering emails outside of normal business hours and the possibility to work at least one Sunday a month.

BENEFITS:
The Pechanga Band offers a comprehensive and competitive benefit package for all full-time employees. Benefits include the following:
• Paid Time Off – Vacation, Sick and Holiday pay
• Retirement – 401(k) retirement plan with a generous employer match
• Health & Wellness Coverage – Medical, dental and vision coverage
• Life and Long Term Disability – $25,000 employer paid life and Long Term Disability
• Flexible Spending Accounts – Healthcare and Dependent care reimbursement accounts
• Supplemental Life and Accidental Death and Dismemberment (AD&D) Insurance
• Supplemental Coverage – Disability, Accident, Cancer, Life, and Hospital Confinement
• Legal Shield and Identity Shield
• Pet Insurance
• Education Reimbursement Opportunities – For pre-approved specific, job related education
• Employee Assistance Program (EAP) – Face-to-face counseling, Legal assistance, Financial assistance, ID recovery, Tobacco cessation, Dependent care and Daily living resources, and Crisis consultation

Tagged as: executive secretary