OR – Executive Assistant to Executive Director – CTUIR

JOB RESPONSIBILITIES:

• 1. Maintain and coordinate the Executive Director’s activities, including management and oversight of calendars, including all logistics related to the OED.; uses independent judgment to initiate, plan, prioritize and coordinate meetings with BOT members, staff, Tribal members and other constituencies. Negotiates and manages the needs of individuals and groups requesting time with the Executive Directors independently committing their time and determining how best to meet those needs.
• 2. Drafts correspondence for Executive Directors’ review, including a wide array of inquiries from BOT members, department directors, staff, Tribal members and constituencies that are often confidential and/or politically sensitive in nature. Reviews, updates and edits all documents and information
• 3. Use independent judgment to keep Executive Directors informed of all matters that require their attention, including issues that require urgent decisions with minimum redundancy of effort and discussion. Relieve the Executive Directors of administrative-type functions to increase the time they h
• 4. Greeting visitors and answering telephone calls to the Office of the Executive Director. Receives and screens mail and telephone calls using discretion, including helping manage the official email of the Executive Director; prioritizes, responds to and/or redirects callers to another office as a
• 5. Responsible for oversite of team leadership, motivation, and direct supervision of the Administrative Services Coordinator. Will provide direct supervision in the absence of the Administrative Services Coordinator to the OED-BOT Administrative Support staff only as requested. Oversee the Admini
• 6. Works as part of the OED Management Team and works closely with the BOT Administrative staff to ensure the work for the BOT is completed. Is delegated authority (DOA) as needed. Teamwork, collaboration, and consistent communication with the OED/BOT staff are a requirement.
• 7. Serves on Executive Management Team, schedules meetings, solicits agenda item requests, distributes agendas, takes meeting notes, and keeps electronic files; serves as liaison to senior management staff, providing information to/from and facilitating the work of all groups.
• 8. Anticipates needs, including long-term needs, of the Executive Directors and handles these needs proactively.
• 9. Anticipates and tracks critical dates, events, and associated action items; follows up with relevant parties on behalf of the Executive Directors to ensure that deadlines are met by maintaining tracking documents and scheduling tasks and deadlines into appropriate calendars.
• 10. Ensures and oversees directives and deadlines from BOT Appropriations and approved Resolutions are tracked in a spreadsheet or other document and scheduled on appropriate calendars.
• 11. Assists in the development and monitoring of the Administration budget; oversees the financial well-being of the program’s effectiveness and exercises cost controls; prepares, submits, and justifies budget modifications as needed.
• 12. Developments, with oversight by the Executive Director and Finance Office, the BOT budget, draft OED budget and Management Team budgets as part of the annual budget approval process.
• 13. In coordination with the Office of Finance, develop the annual schedule for the CTUIR budget/annual work plan process to ensure compliance with deadlines as outlined in the Fiscal Management Policy and distribute schedule to Management Team. Coordinates departmental schedules for presentation of
• 14. Aid in the clarification of specifically directed issues through researching and preparing reports, documents, and position papers for the Executive Directors. Prepares Annual Work Plans, Progress Reports, and Strategic Planning Materials by, e.g., collecting, summarizing and assembling all nec
• 15. Oversight of the Administrative Services Coordinator’s submittal of purchase requisitions to maintain office supplies, materials and services for OED.
• 16. Coordinate and/or development and advertisement of request-for-proposals (RFPs), maintain comparative ranking criteria table(s), coordinate with responsive and responsible bidders as necessary.
• 17. On a weekly basis, maintain and prepare Executive Director Information and Communications Reports for BOT meetings. Ensures that follow-up items such as purchase requisitions, RSVPs, registration, etc. are submitted following BOT approval.
• 18. On a monthly basis, maintain and prepare the OED Monthly Policy Activity Summary (MPAS) report, including providing reminders and calendar invites. Schedules and hosts MPAS meeting virtually and/or in-person that will include Management Team and the BOT. Manages and compiles Management Team’s M
• 19. Serves on Management Team. Maintains and prepares Management Team agendas and documents for monthly meetings, schedules and hosts meetings virtually and/or in-person, prepares meeting summaries and tracking action and future agenda items.
• 20. Oversee and organize special projects and large-scale department-wide events such as retreats, special conferences, luncheons and dinner meetings.
• 21. Organizes and maintains electronic filing system for OED documents, reference materials and records. Daily for the OED , assures that electronic meeting folders containing all pertinent information, agendas and supporting materials are available for all meetings, including materials for weekly
• 22. Assists with employee morale and recognition events by coordinating drawings, tracking and distributing employee award items (e.g. event tickets).
• 23. Maintains CTUIR comment card process and response timelines as needed, coordinating directly with the comment submitter and OED for response.
• 24. Provides administrative support to the OED as needed by responding to direct requests for assistance; always maintaining privacy and discretion. Handles any overflow projects or work assignments for OED-BOT Administrative support staff.
• 25. Other duties related to the administrative support of the Executive Directors.