Executive Assistant to Tribal Council

SUMMARY

Coordinate efforts on behalf of the Tribal Administration to meet directives of the Tribal Council. Serve the Tribal Council as Executive Assistant. Take minutes of the Tribal Council meetings and keep records of those meetings and all official Tribal Council correspondences. Coordinate travel, lodging, per diem, mileage and registration for conferences, seminars and training. Must obtain a clear understanding of the GTB Tribal Council Mission Statement-Goals and Objectives.

MINIMUM REQUIREMENTS

• This individual must be highly organized, able to work with other departments within the GTB, and have prior experience working in Tribal Administration.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be present from 8:00 a.m. to 5:00 p.m. daily, Monday through Friday and other hours as situations require.
• To be in compliance with all Grand Traverse Band policies and procedures.
• To maintain inventory of supplies and order supplies as needed for Tribal Council offices.
• Maintain files for Tribal Council, monitor incoming calls, and act as liaison between Tribal Council offices, departmental offices, membership and the general public.
• Assist with typing of reports, correspondences, filing copying and data entry.
• Maintain GTB Resolution file and provide resolutions as required by Council, Executive Management and Federal Agencies.
• Assist in preparing correspondences and mailings.
• Attend all meetings of the Tribal Council and other meetings as directed by Tribal Council, transcribe minutes, prepare and distribute packets to Tribal Council and appropriate staff.
• Conduct research as needed as it pertains to the Tribal Council.
• Maintain highest level of confidentiality of all matters involved in this position
• Be available for training to update skills as necessary for growth of the Executive Assistant position.
• Perform other duties as assigned by Tribal Council that relate to the overall coordination of events and activities related to the implementation of the Tribal Council's legislative and executive functions in furtherance of the governance functions of GTB.
• Maintain Tribal Councils' schedules in Outlook Calendar to assist in coordinating events/meetings.
• Prepare various forms for travel, per diem, mileage, work order and purchase orders.
• Execute Tribal Council Program Director and Tribal Council budget duties.

REPORTING SUGGESTIONS

• Signatures required should be two Council Members with reporting to all Council by email.
• No more than two signatures are required for any other function of Council (accounting, resolutions, etc.) and should be sufficient without designating a single Councilor.
• A record of the distribution email can be kept with the signature form.
• Consistent coordination with others (Front Desk Receptionist, Transcriptionist and Exec Assistant) to the Tribal Chairman for communication and location.

The autonomy to make decisions regarding my position will be a benefit in several ways.

• It will eliminate lack of communication during the times when the Exec Assistant to the Tribal Chairman is away from the office.
• It will relieve the Exec Assistant to the Tribal Chairman the responsibility of ensuring that this position is covered in the event that I take time off for whatever reason.
• It will allow the coordination of events for Tribal Council at other locations without hindrance.
• It will allow better planning of my time, if participation and/or attendance are at mine and Council's discretion.

OTHER SKILLS AND ABILITIES

• Must have excellent verbal and written communication skills.
• Must have excellent interpersonal skills with demonstrated patience, tact, and respect.
• Must have exceptional detail and follow-up skills.
• Must be able to effectively establish priorities and meet deadlines.
• Must possess the ability to quickly evaluate alternatives and decide on a plan of action.
• Must have the ability to coordinate the calendar for the Tribal Council effectively.
• Must possess ability to handle stressful situations.
• Manual skills are required but are not limited to typing speeds of 45 WPM.
• Must have word processing in Windows, transcription, filing and copying skills.
• Must be proficient with Microsoft Outlook and be able to coordinate Tribal Council events/meetings in Outlook Calendar.
• Must be proficient in basic math skills with an understanding of maintaining a budget.

EDUCATION and/or EXPERIENCE

High School diploma or GED required as a minimum. Prefer individuals who have Associates Degree in either secretarial, computers, or business. This individual must be highly organized, able to work with other departments within the GTB, and have prior experience working in Tribal Administration.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibility is required.

EQUIPMENT BE USED

Computer, Typewriter, Multi-line phone system, Transcriber, Calculator, Copier and Fax Machine.

TYPICAL PHYSICAL DEMANDS

Must be able to analyze taped discussion/information at times described as complex (ex: legal discussion) to be transcribed from Tribal Council meeting recordings.

WORKING CONDITIONS

Works in a typical normal office environment

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Executive Assistant to Tribal Council Jobs at Grand Traverse Band of Ottawa and Chippewa Indians