Executive Assistant, IT

Yuhaaviatam of San Manuel Nation; Brier (WA); On-site; USD 65,000 - 90,000; Full time

Job summary

Yuhaaviatam of San Manuel Nation is seeking an Executive Assistant – IT to provide high‑level administrative and professional support to the Chief Information Technology Officer (CITO) and VPs. The role enhances leadership effectiveness through initiative, discretion and independent judgment, including leveraging AI‑driven tools to streamline IT operations.

The position manages calendars, meetings, travel, expenses, and IT procurement, while coordinating with executives and staff and protecting

Qualifications

• Associate’s degree required; Bachelor’s preferred.
• Minimum five years of progressive administrative support experience in IT or executive environments.
• Ability to handle confidential information with discretion.

Responsibilities

• Manages and coordinates the CITO’s and VPs calendars and meeting notes.
• Oversees end‑to‑end IT procurement and contract invoicing processes.
• Leads team meetings and plans events, including travel coordination.
• Interacts with executives and staff, maintaining professional relations.
• Monitors follow‑ups and maintains confidential information security.
• Performs additional duties to support IT department operations.

Skills

Executive support

Confidentiality

Microsoft Office

Calendar management

Travel coordination

Education

Associate’s degree in Business Administration

Bachelor’s degree in Business Administration preferred

Tools

Microsoft Office Suite

Job description

Under the direction of the Supervisor, Executive Admin‑IT, the Executive Assistant – IT provides high‑level administrative and professional support to the Chief Information Technology Officer (CITO) and Vice Presidents (VPs). It enhances the CITO and VPs effectiveness through a variety of moderately complex administrative and secretarial duties requiring sensitivity, initiative and independent judgment. The assistant supports the Information Technology department leaders to facilitate the efficient operation of the department, leveraging AI‑driven tools and emerging technologies to streamline processes and model the benefits of AI for broader teams.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages and coordinates the CITO’s and VPs calendars, supports the arrangement of planned meetings, and prepares meeting summaries as needed or directed.
2. Assists in the end‑to‑end procurement process for IT services by overseeing the processing of all IT contracts and invoices, serving as liaison between IT, Accounts Payable, and Contract Administration to ensure accurate review, timely execution, and on‑time payment.
3. Leads and drives team engagement by planning and coordinating all team meetings and events, including All Team meetings, offsites, and special events.
4. Coordinates travel for IT executives and reviews and reconciles all executive expense reports.
5. Interacts with all levels within the organization, including the CEO, BC, General Managers, senior executives and department heads, Tribal Citizens, and professional and support staff as needed.
6. Follows up with management on pending information or requests, maintaining accurate tracking of all outstanding items to ensure timely resolution.
7. Maintains associates’ confidence and protects operations by keeping information confidential.
8. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Associate’s degree in Business Administration required; Bachelor’s degree in Business Administration preferred.
• Minimum of five years progressive administrative support experience, having supported Director‑level or C‑Suite in an IT environment required. Experience in an executive environment preferred.
• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Establish high level of trust and credibility in the organization.
• Exercise good judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact.
• Proactive, resourceful, and able to work autonomously.
• Polished and professional demeanor in person, online and via phone with excellent verbal and written communication skills.
• Highly organized with strong prioritization, planning and time‑management skills; able to react with appropriate urgency to situations that require quick response.
• Strong computer skills with proven mastery of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Visio).
• Adaptable to the varied schedule and changing priorities of the CITO’s office.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
• Valid driver’s license and vehicle insurance with minimum liability limits required. Role will not operate or drive Tribe‑owned vehicles or patron vehicles.

PHYSICAL REQUIREMENTS / WORKING CONDITIONS – ENVIRONMENT

The primary work environment is a climate‑controlled office setting. The role requires travel to attend meetings, trade shows, and conferences, and work may include evening, weekend, and holiday shifts. The position requires the ability to lift up to 10 pounds occasionally and up to 40 pounds occasionally, perform repetitive motions, and work in a fast‑paced, high‑demand environment. Reasonable accommodation will be made in compliance with all applicable law.