Executive Assistant I- DEHE Office Administration

About the role

The Executive Assistant will play a key role in supporting the Executive and Executive Team. This position will assist in advancing the organization's initiatives and goals, facilitating collaboration, and providing administrative support.

Responsibilities

• Attend Executive meetings as requested, prepare all forms of communication, including but not limited to: preparing for Board meetings as well as other Executive meetings, preparing for complex presentations and reports, drafting speeches, taking succinct notes, and providing attendees with a summary of decisions, actions, and follow-ups.
• Prepare the Executive in advance for meetings and help with prompt completion of deliverables and deadlines; collaborate with other leaders as necessary to complete.
• Ensure efficient time management, travel management, and calendar management by working closely with the Executive and planning forward 30-60-90 days.
• Expertly organize, manage, and host virtual conferences and seminars.
• Maintain email distribution lists to ensure they are up-to-date and aligned with appropriate business groups.
• Cook up travel end-to-end, including all logistics and itineraries.
• In accordance with established policies and procedures, make purchases, reconcile and process expense reports while maintaining high level of fiscal integrity and professionalism.
• Evaluate, develop and maintain internal office procedures in order to best support the department to ensure consistent workflow.
• Work closely with other Executive Assistants to support other Executive’s work.
• Coordinate events of varied scale including hosting dignitaries, elected officials and V.I.Ps.
• Provides leadership, direction, and guidance to assigned staff.
• Develops goals and priorities in conjunction with employees, and assigns tasks and projects.
• Develops staff skills and training plans.
• Counsels, trains, and coaches subordinate staff.
• Performs other duties as assigned.

Qualifications

• All Knowledge of federal Native programs and/or Tribal government.
• Possess exceptional interpersonal, written and verbal communication skills and establishes collaborative relationships with ease.
• Able to remain calm and focused under pressure while being proactive and anticipating the needs of the Executive and team.
• Excellent and reliable follow-through.
• Able to quickly understand and align with Executive priorities on a daily/weekly/monthly basis; manages schedules, upcoming due dates and assists with the achievement of Executive Goals proactively.
• Highly organized and creative with excellent skills in managing concurrent, fast-moving projects; possesses strong problem solving, project management and time management skills.
• Adept at adapting to change and enjoying a fast-paced, changing and varied workload.
• Advanced or expert-level skills with Microsoft Office.
• Expert level skills with virtual meeting platforms including Zoom, Microsoft Teams, and Google Meet.