Executive Assistant

Position: Executive Assistant (Open Until Filled)
Location: Pawnee

Executive Assistant Department:
Executive

Reports To:

Pawnee Business Council Supervisor:
Executive Director Classification:
Non-Exempt Employment Status:
Full-Time POSITION OVERVIEW Under direct supervision of the Executive Director, the Executive Assistant performs high level administrative support assisting the Pawnee Business Council in planning, organizing, directing, and controlling complex organizational functions and staff activities.

Provides high level administrative support and clerical assistance;

Responsible for recording, transcribing, preparing minutes of Pawnee Business Council meetings, budget meetings, etc.;

Responsible for preparing and compiling meeting packets for the Pawnee Business Council, Committees, and/or Commissions;

Responsible for maintaining the Pawnee Business Council members itinerary which includes arrangements for travel, schedules, and reservations;

Maintains an up-to-date calendar of all upcoming meetings and events, and coordinates scheduling efforts with the executive office;

Creates and maintains accurate hard copy and electronic files, records, and historical documents for the Pawnee Business Council and other tribal entities;

Responsible for the development and maintenance of an electronic repository for archived documents;

Responsible for phone coverage for the President’s Office and Council phone calls;

Responsible for all incoming mail for the President’s Office and the Pawnee Business Council;

Responsible for composing and processing out-going correspondence, including letters, memos, reports, consultant contracts, etc.;

Processes all paperwork related to program support such as purchase requisitions, invoices for payments, travel documents, etc., utilizing the Microix system;

Responsible for electronically approving purchases in excess of $5,000 utilizing Microix system on behalf of the Pawnee Business Council ensuring that all required approved minutes and accurate documentation are attached;

Responsible for ordering and tracking inventory of programmatic supplies and related materials;

Responsible for verifying signature and completeness on checks, invoices, travel, etc.;

Serves on the Tribal Emergency Response Committee (TERC);

Maintains confidentiality;

Contributes to a team effort and accomplishes related results as required;

Supports legislative and policy coordination efforts by tracking Council resolutions, tribal laws, and intergovernmental communications; assists in preparing summaries, briefing materials, and follow-up documentation for Council review and external partners;

Serves as a liaison for the Pawnee Business Council in coordinating with tribal departments, state agencies, and federal entities on scheduling, document exchange, and policy-related correspondence; ensures timely and accurate communication flow;

Assists in the review and formatting of draft legislation, policy proposals, and regulatory documents; maintains organized records of legislative actions and supports Council members in preparing for hearings, consultations, and strategic planning sessions;

Performs other duties, as assigned and within the scope of the position;

MINIMUM QUALIFICATIONS Education

Minimum:
Associate’s Degree in Business Administration or related field; or, One (1) year of business school or Vo-Technical training in Clerical Office Management or Administrative Assistance/Secretarial Science or related field.

Experience Minimum:
Two (2) years of experience in progressively responsible administrative positions and a minimum of four (4) years of experience in tribal programs.

KNOWLEDGE, SKILLS, AND ABILITIES The successful candidate must demonstrate:

Computer:
1. Proficiency in Microsoft applications, including Word, Excel, Outlook, Power Point, Internet Explorer,…