Executive Assistant - Tribal Council

Executive Assistant to Tribal CouncilDepartment: Tribal CouncilProgram: Tribal CouncilReports to: Tribal Council Office ManagerEmployment Status: Full-TimeFLSA Status: ExemptSchedule: 40 Hours/52 WeeksJob SummaryProvides high-level administrative support to the Tribal Council Office Manager and the Tribal Council with the expectation of maintaining utmost confidentiality and records management. Responsible for assisting and supporting through the coordination of meetings, travel arrangements, annual strategic planning sessions, and distributing information from the Tribal Council to Tribal Members and staff. The Executive Assistant performs a wide variety of administrative functions: answers the telephone, drafts correspondence, drafts agenda and minutes for the Tribal Council, provides oversight of draft agenda and minutes for Committee meetings as directed and coordinates travel for the Tribal Council.Essential FunctionsProvides written notification to Tribal Council Members when written and verbal correspondence requires their attention and maintain record of incoming and outgoing correspondence pertaining to Tribal CouncilCoordinates Tribal Council to Tribal Community communications, i.e., flowers, recognition of Tribal Members, and eventsPrepares documents and correspondence for the Tribal Council's review, signature and distributionResponsible for all Tribal Council meetings at the direction of the Tribal Council Office Manager, including but not limited to preparation, agendas, drafting minutes and redliningResponsible for supporting the communications, preparation, agenda and minutes for the Tribal Council, Committees, Boards, Commissions and Ad Hoc meetings as assignedAssists with the organization and updates of the Tribal Council portal on the Tribe's Intranet for effective and efficient document retentionProvide assistance to all Tribal Council Members as needed including but not limited to preparing and delivering materials, coordination of onsite and offsite meetings, travel and completion of Trip Summary ReportsShall maintain a clean and orderly Tribal Council Chambers and kitchen including taking inventory and ordering supplies on a weekly or as needed basisRepresents the Tribal Council as a professional staff member at all times and not violate confidentiality by sharing, posting, distributing information of any kind or in any manner without Tribal Council's expressed, written consentIt is the intent of this job description to highlight the essential functions of the position; however, it is not an all-inclusive list. The incumbent may be called upon and required to follow or perform other duties and tasks requested by his/her supervisor, consistent with the purpose of the position, department and/or the Kenaitze Indian Tribe's objectives.Working ConditionsLifting RequirementsLight work - Exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.Physical RequirementsStand or Sit (Stationary position)Walk (Move, Traverse)Use hands/fingers to handle or feel (Operate, Activate, Use, Prepare, Inspect, Place, Detect, Position)Climb (stairs/ladders) or balance (Ascend/Descend, Work atop, Traverse)Stoop, kneel, crouch or crawl (Position self (to), Move)Talk/hear (Communicate, Detect, Converse with, Discern, Convey, Express oneself, Exchange information)See (Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess)Pushing or PullingRepetitive MotionOSHA CategoriesCategory III - Normal routine involves no exposure to blood, body fluid or tissue and as part of their employment, incumbents are not called upon to perform or assist in emergency care or first aidTravelLocalIn-StateOut-of-StateQualificationsEducationAssociate's Degree in business, management, communications or related field, or a combination of education and experience in a related field may be substituted for a degreeExperienceOne year (1) of executive level administrative experienceOne year (1) of office management experienceLicense/CertificationMust have a valid Alaska State driver's license and must remain insurable under the Tribe's policy, or obtain within 90 days of hireMust be a Public Notary or obtain within 90 days of hirePreferredKnowledge and experience working with tribes and/or native corporationsKnowledge and experience working with cultural diversitiesSpecial SkillsMust exercise extreme discretion and follow confidentiality policies and regulationsMust ensure quality communication when addressing the needs of Council, Tribal Members and staff in a professional mannerMust be self-motivated with a positive approach with Council, Tribal Members and staffMust possess excellent organizational skills and the ability to prioritize multiple projects and deadlinesMust be able to type 50 wpmMust have strong writing, editing, proofreading, layout and design skillsMust have excellent customer service and listening skillsMust demonstrate the willingness to learn the language, culture and history of the Dena'ina peopleProficiency with Microsoft Suite, or obtain training within 90 days of hireAbility to work independently as well as collaborativelyConducts business in a service-oriented manner that is attentive, pleasant, respectful and kind when dealing with un'ina, visitors, co-workers and others*Memorandum of Understanding: Serves as documented evidence that the Kenaitze Indian Tribe has expressed the ineligibility of an employee to operate motor vehicles owned, leased or rented by the Kenaitze Indian Tribe, or to operate a personal vehicle on behalf of the Kenaitze Indian Tribe.