Executive Administrative Assistant

In order to be considered for any vacancy within the Kickapoo Traditional Tribe of Texas, an application must be completed. If you are among the qualified candidates, you will receive a call or email from one of our coordinators to schedule an interview. Once your application is completed, please send it to the Human Resources Department at HR.

Employment Application

Position: Executive Administrative Assistant

Supervisor: Tribal Education Administrator

Division: Tribal Education Administration

Department: Tribal Education

The Executive Administrative Assistant is responsible for managing the schedule and communications of the Division Administrator. Duties include but are not limited to prioritizing emails, phone calls, gathering documents to prepare for meetings, conferences, and appointments, relaying appropriate information to callers, troubleshooting office and departmental concerns, taking notes and otherwise relieving the KTTT Tribal Education Administrator (KTEA) of clerical work and day-to-day administrative and office operation detail by performing duties outlined.

Essential Duties and responsibilities include the following:

• Compile data and prepare reports for review, consideration, and presentations.
• Manage the office clerical and reception staff.
• Assist campus leadership with data and file review- as assigned by KTEA during high volume and traffic enrollment periods.
• Coordinate internal department correspondence, work independently on special and ongoing projects.
• Ensure the Education Administration inventory, office supplies, and purchasing needs are up to date, orders and tracked, ordered and received in a timely manner.
• Act as point of contact at the request of KTEA which will include: planning and coordinating presentations; distributing information or coordinating mail outs to departments, business entities and employees.
• Provide a bridge for smooth communication between the Tribal Education Administrator’s office and internal departments; demonstrate leadership to maintain credibility, trust, and support with the KTTT Executive Leadership Team and the division’s Leadership Team, and other stakeholders; act as a liaison between KTTT Accounting and the KTEA office as assigned.
• Maintain central office record and tracking system for center/program approvals, denials, and official communications files (scanned digital and print copy).
• Assist with review of service charges, contracts, invoices, and billing and identify discrepancies to address with the Tribal Education Administrator or designee.
• Deliver time sheets and other administration-related documentation to designees.
• Prescreen all communications, correspondence, and documentation prior to facilitating Tribal Education Administrator review and approval.
• Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf.
• Respond to all employee or other inquiries in a professional and courteous manner within 24 hours of receiving the call.
• Organize meetings, including scheduling, sending reminders, and organizing catering or meals when necessary.
• Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Ensure central management documentation is prepared accurately and according to KTTT and KTEA policy.
• Ensure the Tribal Education Administrator has reviewed all documents, contracts, and accounting documentation prior to requesting signatures; all signatures are in place.
• Support and/or arrange/re-schedule/cancel meetings, conferences, training and travel, including preparing meeting agendas, PowerPoint presentations, and meeting reports for the department.
• Follow up on directives, assignments and deadlines assigned to various directors by the division administrator.
• Work with leadership on center monitoring, reporting, and tracking for Central Office Strategic Projects.
• Serve as secondary user for recruitment software as assigned by HR.
• Coordinate on-site applicant reviews and pre-screening efforts for interview candidates, and coordinate schedules with KTTT HR.
• Research, prioritize, and follow up on incoming…