SUMMARY:
The Assistant to the Tribal Administrator provides essential support in ensuring the smooth operation of the tribal administration office. This role requires a highly organized and efficient individual capable of handling a variety of administrative tasks. The Assistant will work closely with the Tribal Administrator to manage schedules, coordinate events, and facilitate community outreach efforts.
KEY RESPONSIBILITIES:
· Meetings for the Tribal Administrator:
o Coordinating and scheduling meetings
o Sending out invitations and reminders
o Managing and updating electronic calendar
· Meeting Notes:
o Attending meetings and accurately take minutes
o Distribute meeting notes and follow up on action items; as necessary.
· Community Outreach:
o Serve as the point of contact for community members seeking information or assistance.
o Assist in planning and execution of community outreach initiatives.
· Event Coordination:
o Plan and coordinate events, including logistical arrangements and communication with attendees.
o Ensure events run smoothly and efficiently.
· Travel Arrangements:
o Arrange travel arrangements for the Tribal Administrator and Tribal Council, including registration, flights, and hotel accommodations.
o Prepare itineraries and ensure all travel details are confirmed and communicated.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
· Maintaining and organizing filing system for both physical and digital documents
· Ensuring all records are up-to-date and easily accessible.
· Proficient with Microsoft Suite (Word, PowerPoint, Outlook, Excel, TEAMS); ability to create, edit, and manage spreadsheets and documents efficiently.
· Maintaining a high degree of confidentiality
· Strong organizational skills- demonstrating ability to manage multiple tasks and prioritize effectively.
· Excellent attention to detail
· Time management skills and the ability to prioritize work
· Strong communication skills - verbal and written; processing written documents and corresponding
· Other developmental duties as assigned
OTHER RESPONSIBILITIES:
· Other duties that may be delegated from time to time.
QUALIFICATION REQUIREMENTS:
The successful candidate must possess:
· Clear and concise verbal and written skills.
· Ability to work effectively, either independently or cooperatively with others
· Ability to maintain confidentiality
· Intercultural sensitivity
· Strong interpersonal skills
· Must be able to use all forms of office equipment including computers, telephones, calculators, copiers, and a FAX machine.
· An understanding of professionalism in the workplace
In addition, qualified applicants shall have as a minimum
· Associate of Arts (AA) or equivalent
· Experience in an administrative or support role is preferred.
· A successful background check, including drug, alcohol and criminal history clearances
· A valid class “C” California Driver’s License
· Reliable transportation