Executive Assistant

POSITION TITLE: Executive Assistant

DEPARTMENT: Administration

WAGE GRADE: 12

FLSA STATUS: Non-Exempt

ESC CODE: 43-6011

FUNDING SOURCE: Indirect

OPENING: April 25, 2025

CLOSING: April 5, 2025

Position Summary:

This position is responsible for providing specialized administrative executive support for Tribal Administration Executives. This includes the Executive Director and Tribal Operations Director, while serving as backup support for the Tribal Council President.

This position requires compliance with Yakutat Tlingit Tribe's compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the position's regular performance evaluation.

Essential Functions:

Screens the supervisor's telephone and personal calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.

Provides liaison with supervisor's contacts within and outside the organization; obtains and disseminates information; conveys supervisor's directions to subordinates and department staff. Obtains, compiles, and presents in suitable forma variety of materials related to the supervisor's work; completes special assignments as assigned.

Drafts correspondence for the Executive team and distributes appropriately once the final drafts are approved.

Communicates with appropriate staff to draft materials and publications.

Submits expenditures from the executive team to the appropriate administrative staff for entry into the finance system.

Reads and analyzes incoming mail, faxes and emails to determine priority for the executives.

Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports.

Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.

Obtains, compiles, and presents in suitable form a variety of materials; completes special assignments, as assigned; develop and utilize historical information; provide retrieval of information.

Gathers or searches for information from various documents; records information; adjusts or corrects; compares or verifies information; compiles data from source documents; computes numerical data.

Management of the schedule and calendar for the Executive team as well as serving as backup for the management of the schedule and calendar for the Tribal Council.

Coordination of travel for Executive team and backup for Tribal Council travel with the Staff Travel Coordinator.

Serve as backup for the Staff Travel Coordinator as needed.

Management of logins for the Executive grant portals.

Must comply with federal laws and regulations as required by the HIPAA.

Performs other duties as assigned.

Knowledge, Skills and Abilities:

Knowledge of:

• Modern office practices and procedures.

• Principles, practices and terminology related to the assigned department.

• Computers and job-related software programs.

• Customer service principles.

• Basic grant reporting.

• Correct and effective use of English, including grammar, spelling, and punctuation.

Skills in:

• Time management and prioritizing and organizing work.

• Problem solving.

• Interpersonal relations and customer service.

• Customer service.

• Maintenance of files and records.

• Use of such office equipment as a computer, scanner, fax machine, and copier.

• Oral and written communication proficiency.

Work Environment/Physical Demands:

The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, requiring use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility:

The employee carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. As needed responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Minimum Qualifications:

High school diploma or GED required.

Three (1) year of progressively responsible administrative support experience, performing similar duties.

Intermediate computer skills; experience using MS Word, Excel and PowerPoint preferred.

Ability to work independently without supervision, as well as prioritize workload.

Experience in working with the Native American population preferred.

Must be 18 years of age or older.

Must be able to pass a National Criminal and State background check.

Valid Alaska Driver's License.

Disclosures:

We welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age.

THE YAKUTAT TLINGIT TRIBE IS A DRUG FREE WORKPLACE. THIS POSITION MAY BE SUBJECT TO RANDOM DRUG TESTING AND CRIMINAL HISTORY CHECK.

Preference will be given to qualified Yakutat Tlingit Tribal Member and/or Alaska Native candidates.

NATIVE AMERICAN PREFERENCE WILL BE APPLIED TO HIRING OF THIS POSITION AS DEFINED IN TITLE 25, US CODE, CHAPTER 14, SUBCHAPTER V, SUBSECTION 273 AND 274. WE ARE AN EQUAL OPPORTUNITY EMPLOYER WITH PREFERENCE GIVEN TO QUALIFIED NATIVE AMERICAN/ALASKA NATIVE APPLICANTS IN ACCORDANCE WITH FEDERAL LAW AND TRIBAL POLICY.