Executive Assistant-MTS (MTM Only)

About the Role

This confidential position provides office management and administrative support services under the general supervision of the MTS Administrative Support Manager. The role acts as a confidential assistant to the Muckleshoot Tribal School Administrative Team, including the Superintendent and/or school Directors, and supervises assigned staff.

Responsibilities

• Manage records, scheduling, meetings, correspondence, reports, and research as assigned.
• Supervise other Tribal Secretarial positions, including performance management responsibilities.
• Serve as a direct liaison to the Tribal School Commission and Department of Education regarding meetings, minutes, information requests, or other actions under the direction of the School Superintendent.
• Act as a liaison for the Tribal School Commission and Department of Education with community contacts or other relevant parties.
• Interpret and provide specialized or technical information based on established Tribal School policies and procedures to internal and external customers, often involving complex, sensitive, or confidential matters.
• Consult statutes, ordinances, contracts, and other complex sources; summarize information and prepare reports using data analyses, spreadsheets, and customized applications.
• Oversee the proper maintenance, archiving, release, and destruction of vital records, exhibits, or files according to established policies.
• Perform numerical calculations involving accounts payable, accounts receivable, reconciliations, budget monitoring, payroll, and other financial applications.
• Generate responses to internal and external customers on controversial or sensitive complaints, concerns, or problems requiring discretion.
• Process mail, including prioritizing time-sensitive matters, ensuring security and confidentiality, and handling specialized responses.
• Plan and organize mail-handling functions or coordinate large-scale publication and distribution projects.
• Attend, record, and occasionally present at public or departmental hearings, meetings, or administrative proceedings.
• Represent the organization at administrative hearings, court inquiries, committees, and meetings.
• Schedule meetings, training, and travel arrangements, and maintain calendars for assigned Administrative Team members.
• Report regularly to the Superintendent on developments or issues requiring their awareness or action.
• Coordinate, attend, and record confidential minutes for Superintendent’s administrative team meetings or other assigned meetings.
• Assist in operating the district’s communication systems for emergency closings and general inter-district communications.
• Execute special projects at a high level and serve as a backup contact for school enrollment.
• Perform a wide range of office and field duties as needed, in line with the Tribe’s commitment to community service.

Requirements

• High school diploma or equivalent, with coursework in general office practices.
• Six years of experience as a confidential assistant, administrative assistant, or similar role.
• Two years of experience supervising clerical support staff.
• Ability to work independently with minimal supervision and a record of excellent attendance and punctuality.
• Proficiency in keyboarding, analysis, and problem-solving.
• Strong oral and written communication skills.
• Excellent organization, work prioritization, and time management abilities.
• Ability to maintain strict confidentiality of sensitive matters.
• Strong customer service skills, both in person and via telephone (discretion, patience, etiquette, professionalism).
• Excellent interpersonal and human relations skills.
• Ability to follow oral and written instructions and anticipate changes as appropriate.
• Experience working independently and adapting to changes in workload demands.
• Ability to provide training and coaching to subordinate staff.
• Experience evaluating employees and administering discipline as needed.
• Ability to conduct research on specific work assignments as directed.
• Knowledge of general office policies, principles, and practices.
• Familiarity with rules, regulations, codes, laws, policies, procedures, and ordinances related to the Operations Manager’s office.
• Proficiency in computer software applications such as Word and Excel.
• Basic accounting and mathematics skills.
• Knowledge of conflict resolution techniques.
• Ability to operate standard office equipment, including computers, copiers, fax machines, and multi-line telephones.
• Understanding of program-specific information, terminology, and equipment.
• Knowledge of principles and practices of supervision.

Working Conditions

• Frequently required to sit and talk or hear.
• Occasionally required to walk, use hands to operate or handle objects, tools, or controls, and reach with hands and arms.
• Must occasionally lift and/or move up to 25 pounds.
• Requires close vision and the ability to adjust focus.
• Noise level in the work environment is usually moderately quiet.

Current and valid Washington state driver’s license required.