Executive Assistant

Pascua Yaqui Tribe; Tucson (AZ); On-site; USD 48,000 - 64,000; Full time

Job summary

Pascua Yaqui Tribe in Arizona seeks an Executive Assistant to support the Tribal Administrator and Tribal Council. This role manages governance initiatives, coordinates events, routes confidential documents, and ensures executive priorities run smoothly in a fast-paced environment.

Responsibilities include planning complex travel, handling sensitive communications, front office oversight, and collaboration with staff and stakeholders to improve administrative processes.

Qualifications

• High School Diploma or equivalent and 3 years of office experience.
• Ability to handle confidential documents and sensitive communications.
• Willingness to travel occasionally.
• Knowledge of Yaqui culture or willingness to learn.
• Strong customer service and interpersonal skills.

Responsibilities

• Plan and manage travel logistics for Tribal Council members.
• Route documents requiring signatures for Chairman or Council members.
• Manage sensitive communications with discretion and secure routing.
• Co-Lead planning and execution of tribal and federal events.
• Support governance initiatives by tracking progress and documentation.
• Receive, organize deliveries and mail; manage outgoing mail.
• Welcome and direct visitors; route calls to staff.
• Oversee front office operations and reception protocols.
• Maintain logs for faxes and building access; uphold safety standards.
• Execute accurate document management, data entry, and typing tasks.
• Perform other duties as assigned by supervisor or director.
• May be required to travel out of town.

Skills

Relationship building

Multitasking

Written communication

Oral communication

Office equipment operation

Education

High School Diploma or equivalent

Tools

Windows

Excel

Access

Office suite

Job description

Reporting to the Tribal Administrator, the Executive Assistant fosters a professional and welcoming environment. Serving the Tribal Council, this role is the primary point of contact at the Tribal Council Administration Office, overseeing internal processes, managing assigned governance initiatives, coordinating events, and making recommendations to the Tribal Administrator on administrative improvements. The Executive Assistant also coordinates scheduling, routes confidential documents to leadership, supports governance initiatives, and ensures smooth execution of executive priorities while balancing multiple demands.

• Independently plans and manages complex travel logistics for Tribal Council members, ensuring alignment with strategic Council initiatives and priorities.
• Receive, review, and route documents that need the Chairman’s or Executive Tribal Council members’ signatures.
• Manage sensitive communications with discretion and exercise sound judgment in handling sensitive communications, ensuring secure routing to the appropriate leader.
• Co-Lead planning and execution of tribal and federal events, including scheduling, logistics, and stakeholder coordination.
• Support tribal governance initiatives by tracking project progress, compiling documentation, and advising on procedural improvements.
• Accept and organize deliveries and mail; manage outgoing mail and packages.
• Welcome and direct visitors; manage incoming calls and ensure accurate routing to appropriate staff.
• Oversees front office operations and reception protocols, ensuring engagement with internal and external stakeholders, while maintaining a secure and professional environment.
• Maintain accurate logs for faxes and building access; uphold a clean, compliant reception area aligned with health and safety standards.
• Execute accurate document management, data entry, and typing tasks with efficiency and attention to detail.
• Perform other duties as assigned by the supervisor or director.
• May be required to travel out of town.

Knowledge of:

• Computer operation and programs (Windows, Excel, Access, etc.)
• Operating standard office equipment (phone, fax, etc.)
• Researching and analyzing data
• Customer service skills
• Yaqui culture, customs, resources, and traditions, and/or a willingness to learn.

Skills and Abilities:

• Establish and maintain effective working relationships with tribal members, employees, employers, other agencies, and the public;
• Manage multiple priorities and deadlines with minimal supervision;
• Follow written and verbal instruction;
• Operate a variety of office equipment, including a computer and related software applications;
• Competent written and verbal communication, interpersonal skills as applied to interaction with co-workers, supervisor, management, Tribal Council members, and the public. Have the ability to sufficiently exchange or convey information and receive verbal and written work instructions.

High School Diploma or equivalent and three (3) years of experience withoffice work; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job, such as those listed above.

Special Requirements:

• This position will require the incumbent to work non-traditional hours, nights, and weekends;
• Must have a current Level 1 Arizona Clearance Card. Failure to maintain a current Level 1 Clearance Card will result in termination.