Executive Assistant Job at Colusa Indian Community Council in Colusa

THE POSITION:

Provides direct administrative assistance to the Tribal Elected Officials. The Executive Assistant shall, under the direct supervision of the Chairman and/or his designee, work diligently to organize and assist the Chairman and/or Executive Committee in work-related duties.

The incumbent is expected to work in accordance with the mission, purpose, and values of the Colusa Indian Community Council.

ESSENTIAL DUTIES and RESPONSIBILITIES:

To perform this job successfully, the incumbent must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable incumbents with disabilities to perform the essential functions of the job.

• Manages the Executive Committee’s calendar and independently schedules appointments.
• Screens incoming calls, correspondence, and responds independently when possible.
• Prepares and files corporate legal documents with government agencies to conform to statutes.
• Prepares memorandums outlining and explaining administrative procedures and policies as directed by Executive Committee.
• Prepares records such as agenda, notices, minutes for Executive meetings and maintains retention system for such documents.
• Acts as custodian of corporate and governmental documents and records.
• Composes and prepares confidential correspondence, reports and other complex documents.
• Creates and maintains database and spreadsheet files.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings and accompanies elected official or his/her designee when requested.
• Coordinates with the Chief Financial Officer on the implementation of the Administration Operations budget.
• Coordinates monthly Agenda and Council meeting information with appropriate program staff, and to distribute one week prior to the Council Meeting.
• Communicates with Attorneys upon request.
• Maintains various records, binders, and files for Executive Committee.
• Provide staff support for political and confidential issues coordinated through the Executive Committee.
• Is knowledgeable of business operations and activities of Executive Committee to assist them as needed.
• Maintains high confidentiality standards at all times.  Is required to sign a confidentiality statement upon acceptance of employment.
• Keeping up on current laws that apply to Indian Country and providing summary for Executive review.
• Manage events calendar – reserve locations for Tribal members; arrange catering for all meetings.
• Distribute and file limited liability forms for visitors and Tribal events, as needed.
• Review travel requests companywide via approved budgets.
• Present charitable requests to Executive Committee for review.
• Review and sort Executive mail.
• Ability to travel and work flexible hours when needed.
• Manage company email and disburse as needed.
• Assess the needs of the membership and community and develop plans to meet those needs.
• Assist tribal members in resolving concerns with tribal programs, policies, and staff.
• Meet with Tribal members and try to resolve issues or needs in a polite and businesslike manner.
• Act as a liaison to tribal membership when issues arise
• Ensure staff treats tribal membership respectfully and follows up on requests.
• Act as a liaison between the Tribal Executive Committee and staff.
• Assess the needs of the membership and community and develop plans to meet those needs.
• Assist tribal members in resolving concerns with tribal programs, policies, and staff.
• Meet with Tribal members and try to resolve issues or needs in a polite and businesslike manner.
• Ensure staff treats tribal membership respectfully and follows up on requests
• May perform other duties commensurate with the functions and level of the position.

MINIMUM QUALIFICATIONS:

• Education: High school diploma or equivalent
• Experience: Minimum of three (3) years’ experience in Tribal Government, Management and/or Administration.
• Licensing and Other Qualifications:
  • Must be eighteen (18) years of age.
  • Possession of a valid Class C California Driver’s License.

SUPERVISORIAL DUTIES: Front desk staff

ADDITIONAL KNOWLEDGE, SKILLS, and ABILITIES:

• Strong organizational and time management skills.
• Able to work in a fast-paced environment & able to multi-task.
• Flexibility and ability to assist others when needed.
• Must enjoy working with diverse groups of people.
• Advanced Microsoft Office skills.
• Excellent written and verbal communication skills.
• Must have the ability to interpret and apply laws, rules, and regulations.
• Exercises good judgment in decision making.
• Gives appropriate feedback to insure level of understanding.
• Ability to put aside one job and take on a new priority.
• Takes action to seek information in order to appropriately solve a problem.
• Must enjoy working with diverse groups of people.
• Dedicated hard worker with ability to report to work on a daily basis.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee:

• Must be able to stand; walk; sit; use hands to finger, handle, or feel for an extended period of time.
• Must occasionally lift and/or move up to fifty (50) pounds with assistance.
• The noise level is usually moderate.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work is performed in an office setting which is well-lit, ventilated, and temperature controlled. The noise level is usually low to moderate.
• The incumbent routinely uses standard office equipment such as computers, telephones, photocopiers, and fax machines.