Executive Assistant to the Secretary en Pascua Yaqui Tribe, AZ

About the Department

The Executive Assistant performs responsible administrative work at the direction of the Tribal Council, which includes planning, organizing a wide variety of tribal administrative functions and staff supervision. The Executive Assistant will coordinate meetings and projects with the different Tribal Department Directors to ensure meeting agendas and minutes are available, project progress reports timely, travel arrangements, meeting rooms are confirmed, and provide administrative support as requested

Position Duties

1. Conserves Tribal Council time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
2. Strengthening government-to-government relations; represent the Tribe (Tribal Chairman) at executive conferences, events and meetings with professionalism
3. Meeting management: coordinating and confirming all details including attendees, conference room, video/conference details, IT support; creating agendas, attending meetings, drafting and circulating meeting notes and editing and distributing materials
4. Travel management: handling all business travel arrangements including air, ground and rail transfers and accommodations
5. Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
6. Completes projects by assigning work to clerical staff and following up on results.
7. Conduct research studies and reviewing projects on a wide variety of tribal issues; prepare, submit oral and written reports, and recommendations.
8. Assist in evaluating the Tribe’s plans, policies, and objectives by performing research, review of materials, and assembly of information.
9. Assist with the management of the calendar of appointments, compile the necessary background information for each appointment, and accompany the Tribal Council to the appointment when necessary.
10. Respond to the Tribal Council incoming telephone calls and perform necessary follow up.
11. Attend and represent the Tribal Council in meetings and events; as requested.
12. Conduct staff training, performance evaluation, and disciplinary action when needed.
13. May facilitate and participate committees for special projects as requested.
14. Assist the Tribal Council in preparing presentations and documents on development plans; this may include infrastructure, economic, organizational, and policies.
15. Perform other duties of a similar nature or level as requested

Minimum Qualifications

Knowledge of:

• Supervisory principles;
• Business administration principles;
• Management policies, practices, and procedures;
• Project management principles;
• Ethical consideration in government;
• Research statistical methods and techniques used in public administration;
• Organization and planning;
• Report preparation techniques;
• Public relations;
• Time management techniques
• Create an atmosphere of mutual trust;
• Yaqui culture, customs, resources and traditions and/or a willingness to learn.

• Effectively plan work activities, schedules, priorities, and utilization of resources;
• Gathering, evaluating, and analyzing data;
• Preparing and maintaining reports and documentation;
• Effective public speaking practices;
• Establish and maintain effective working relationships with tribal members, employees, employers, other agencies, and the public;
• Manage multiple schedules and priorities;
• Follow written and verbal instruction;
• Make independent judgments;
• Proficient in Microsoft Office Suites (Word, Excel, Outlook, PowerPoint) Excellent written and verbal communication. Attention to details
• Develop new and unique approaches for job development;
• Operate a variety of office equipment, including a computer and related software applications;
• Good communication and interpersonal skills as applied to interaction with co-workers, supervisor, management, Council members, and the public. Have ability to sufficiently exchange or convey information and receive verbal and written work instructions.

Other Qualifications

Associate’s degree in a closely related field and three (3) years of experience in administration; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Two years of experience working in Tribal Administration preferred.

• Must possess and maintain a valid Arizona Driver’s License.

• This position will require the incumbent to work non-traditional hours, nights, and weekends;
• Able to maintain a passport for work travel
• Must have a current Level 1 Arizona Clearance Card. Failure to maintain a current Level 1 Clearance Card will result in termination.