Kenaitze Indian Tribe
  • Executive Office
  • Kenai, AK, USA
  • Full Time

Senior Executive Assistant Tribal Council

Dept./Program: Executive Office

Division: Executive Office

Reports To: Tribal Council Chairperson

Employment Status: Full Time

FLSA Status: Exempt Administrative

Schedule: Exempt

Preference: TERO Ordinance 2017-01, P.L. 93-638

Revision Date: 08/03/2018

Job Summary

Provides high level administrative support to 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 process and distributing information from the Council to Tribal Members and staff.  The Executive Assistant performs a wide variety of administrative functions: answers telephone, drafts correspondence, drafts agenda and minutes for Council, provide oversight of draft agenda and minutes for Committee meetings as directed and coordinates travel for the Council.

Essential Functions

  • Provide written notification to Council Members when written and verbal correspondence requires their attention.
  • Field phone calls and route as appropriate.
  • Maintain incoming and outgoing mail pertaining to Council.  Prepare and maintain a record of incoming and outgoing correspondence.
  • Coordinate Council to Tribal Community communications, i.e. flowers; recognition of tribal members and events.
  • Prepare documents and correspondence for the Council's review, signature and distribution.
  • Draft agendas for all Council meetings at the direction of the Council Chair and Vice Chair.
  • Prepare and deliver meeting materials to Council members within the designated timeline of seven calendar days prior to regular meeting.
  • Draft minutes for each Council meeting and forward the initial draft of the minutes to the Council Secretary for review within the designated timeline of three days after regularly scheduled and special meetings.
  • Responsible for the following Council committees:  TERO Commission, Policy, Ordinances and Procedure (POP) Committee, Finance Committee and Constitution Committee to include but not limited to committee agendas, minutes and communications.
  • Provides administrative support and oversight to Commission, Boards and Committees.
  • Assist with the organization and updates of the Council portal on Tribal intranet for effective and efficient document retention.
  • Make travel arrangements and complete Trip Summary Reports for all Council members.
  • Coordinate  all on and offsite Council meeting logistics, to include but not limited to, meeting room reservations; meal planning; AV set-up; meeting room set-up; supplies; etc.
  • Maintain a clean and orderly Council Chamber.
  • Represent the 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 Council's expressed, written consent.
  • May be required to accompany Council on governing and business trips upon request.

It 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 Conditions

Light 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 Requirements

Stand 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 Pulling

Repetitive Motion

OSHA Categories

Category 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 aid

Equipment and Tools

List Equipment used for job: Computer, copier, fax, scanner, and other office equipment

Drives KIT or Personal Vehicle: Personal Vehicle

Travel

Local

In-State

Out-of-State

Comments: Travel between Tribal locations may be required.

Qualifications

Education

  • Associates Degree in business, management, communication or related field or a combination of education and experience in a related field may be substituted for a degree.

Experience

  • Two years of executive level administrative experience.
  • Office management experience, preferred.

License/Certification

  • Must have Microsoft certification or obtain certification within four (4) months of hire.
  • Must have an Alaska driver's license or be able to obtain within 90 days and remain insurable under Kenaitze Indian Tribe's policy.
  • Must be a Notary Public in the State of Alaska or must obtain within 30 days of hire.

Special Skills

  • Must exercise extreme discretion and follow confidentiality policies and regulations.
  • Must ensure quality communication and dialogue when addressing the needs of Council, Tribal Members and staff in a professional manner.
  • Must be self-motivated with a positive approach with Council, Tribal Members and staff.
  • Must be proficient in Microsoft Word, Excel and Outlook.
  • Must possess excellent organizational skills and the ability to prioritize multiple projects and deadlines.
  • Must be able to type 50 wpm.
  • Must have strong writing, editing, proofreading, layout and design skills.
  • Must have excellent customer service and listening skills.
  • Must demonstrate the willingness to learn the language, culture and history of the Dena'ina people.
  • Knowledge and experience working with Alaska Native/American Indian people, tribes and/or native corporation preferred.
Kenaitze Indian Tribe
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