Executive Assistant

Kickapoo Traditional Tribe of Texas; Eagle Pass (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

Kickapoo Traditional Tribe of Texas is seeking an Executive Assistant to provide comprehensive administrative support to the Health Services Administrator within the Health Services Administration. The role emphasizes confidentiality, initiative, and strong organizational skills in a tribal government setting.

Responsibilities include calendar management, travel planning, report preparation, and liaison with departments.

Qualifications

• High school diploma or GED required
• Five years of clerical experience, with three at a responsible level
• One year of administrative office support to a manager at an executive level

Responsibilities

• Perform typing and transcription duties.
• Take and prepare meeting notes.
• Staffing, budgeting, administrative support, purchasing, mail, bookkeeping.
• Establish procedures that implement operational policies.
• Interpret policies and procedures as established by supervisors.
• Make travel arrangements and itineraries for department head and personnel.
• Maintain appointment calendars for department head.
• Compile data based on research and statistics.
• Independently compose reports and correspondence.
• Disseminate memos to departments, business entities and employees.
• Maintain confidentiality and secure files.
• Arrange conferences and committee meetings.
• Organize and maintain papers and electronic files; manage projects.

Skills

Microsoft Excel

Time management

Verbal and written communication

Attention to detail

Interpersonal skills

Education

High school diploma or GED

Bachelor’s degree (preferred)

Tools

Microsoft Word

Job description

Position: Executive Assistant

Supervisor: Health Services Administrator

Division: Health Services Administration

Department: Kickapoo Community Services Administration

Responsibilities:

Performs a wide variety of responsible, complex and confidential administrative and secretarial duties in support of a department head; performs duties that require considerable confidentiality, initiative, tact, mature and independent judgment; strong interpersonal and organizational skills. Under the supervision of the Health Services Administrator, this person is responsible for initiating and coordinating the clerical and secretarial functions required in effective implementation of administrative polices. Directly participates in departmental administrative decision making; establishes, implements and enforces office policies and procedures and sets workflow priorities and standards.

Essential Duties and responsibilities include the following:

• Perform typing and transcription duties as required.
• Take and prepare meeting notes.
• Duties include staffing, budgeting, administrative support, purchasing, mail, bookkeeping, equipment maintenance, facilities, and/or other related functions.
• Establish procedures that implement operational policies.
• Interpret policies and procedures as established by supervisors.
• Make travel arrangements and itineraries for department head and other personnel according to specific instructions.
• Maintain appointment schedules and calendars for department head.
• Compile data based on research techniques and on statistical compilations involving an understanding of operating programs, policies and procedures.
• Independently compose reports and correspondence.
• Distribute memos and communication to departments, business entities and employees.
• Maintain confidentiality, ensure files are locked and documents are covered/ protected.
• Arrange, participate in and implement, as directed, conferences and committee meetings.
• Organize and maintain papers and electronic files; manage projects; conduct research; and disseminate information by using the telephone, mail services, web sites and e-mail.
• Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations.
• Review and summarize miscellaneous reports and documents; prepare background documents as necessary.
• Uphold a strict level of confidentiality
• Assist with consolidating the credit card on a monthly basis.
• Perform such other tasks as may be assigned from time to time by Tribal Administrator.

Knowledge, skills and abilities for the position:

• Knowledge of Microsoft Excel Spreadsheet software and Microsoft word, Word Processing software.
• Time management and ability to meet deadlines.
• Verbal and written communication skills.
• Strong organizational skills and ability to multitask.
• Proactivity and self-direction.
• Interpersonal skills.
• Demonstrate attention to detail.
• Identify and resolve problems in a timely manner; Develop alternative solutions; Work well in group problem solving situations; Use reason even when dealing with emotional topics.
• Assess own strengths and weaknesses; Pursue training and development opportunities; Strives to continuously build knowledge and skills; shares expertise with others.
• Ability to add, subtracts, multiply and divides in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Ability to read and comprehend simple instructions, short correspondence and memos; ability to write simple correspondence; ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form; ability to deal with problems involving several concrete variables in standardized situations.
• Ability to read, write, speak and understand English, and communicate effectively with others.
• Ability to understand and follow written and verbal direction.
• Attention to detail and accuracy.
• Ability to manage and maintain security of confidential data and information.
• Ability to exercise independent and sound judgment.

Supervision exercised:

This position does not carry out supervisory responsivities in accordance with the organization’s policies and applicable laws.

Education/experience requirements:

Minimum Qualifications: High school diploma or graduation equivalent diploma (GED)

Five (5) years of clerical experience, three (3) of which must have included organization, coordination, and performance of duties at a responsible level.

One year of administrative office support services to a manager at an executive level.

Preferred Qualifications: Bachelor’s degree in a business-related field with previous clerical experience is preferred.

Native American preference is observed:

KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.