Executive Assistant

Position Purpose and Summary

This position organizationally falls under the Kickapoo Tribe of Oklahoma. Operational hours are Monday through Friday, 8:00 A.M. to 5:00 P.M., or as needed. The purpose of this position is to provide the overall administration functions on behalf of the Executive Director of the Kickapoo Tribe of Oklahoma. The Executive Assistant may also provide support and assist tribal members and other clientele with questions and/or processing forms.

They also serve as links between the Business Committee and the Tribal Admin staff, Health Director, General Manager, Boards and Commission to contribute to better organization and planning, and help leaders be more effective in their roles. The Executive Director Office is a fast-paced department and requires self‑motivated individuals capable of multi‑tasking and travel.

• Coordinate calendar for activities for the Executive Director.
• Complete meeting minutes, coordinate meeting logistics, and maintain correspondence, records, appointments, and schedules.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Answer telephones and relay information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Serve as primary contact for tribal members, tribal directors, employees, tribal commissions and boards, and other concerning matters that should be addressed by the Executive Director.
• Assist Tribal employees with travel requirements in accordance with the Travel Policy. Review accuracy of travel requests, make airline and hotel reservations, register Tribal employees for conferences, etc.
• Set up and maintain filing systems for records, correspondence, and other material.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Complete forms in accordance with Tribal operational procedures.
• Post notices and research tribal records.
• Perform other duties as assigned.
• Hold all information in strict confidence.
• Travel as needed.

• High school diploma or GED equivalent.
• Associate’s degree in business preferred.
• Two (2) years previous clerical support experience in a fast‑paced office setting.

• Ability to do the work of the position with or without direct supervision.
• Excellent organizational skills and time management skills.
• Excellent communication skills both verbally and written.
• Ability to maintain a high level of confidentiality.

• Ability to interact with tribal members, government employees, and the general public.
• Telephone etiquette, good personality, compassion, and patience with tribal members and the public.
• Excellent interpersonal and communications skills to establish and maintain effective working relationships and ability to interact with employees at all levels, both in person and through phone, email and written correspondence.
• Ability to clearly convey information to all levels of staff.
• Work independently and as part of a team to ensure proper work practices.
• Ability to work under pressure and meet strict deadlines.
• Ability to handle multiple tasks simultaneously; skill in working in an environment subject to constant interruptions and quickly changing priorities, ability to prioritize and delegate responsibilities when necessary; effective time‑management skills.
• Experience in all Microsoft Office programs (Excel, Word, Publisher and Power Point).

Ability to work under pressure in a fast‑paced environment and maintain personal composure, evaluate situations and act/react appropriately, use tact in dealing with business associates, staff, visitors and tribal members in difficult situations. Must reply to work phone calls within a two (2) hour time frame to maintain communication. There are constant deadlines associated with this…