Executive Coordinator

Great Plains Tribal Health; Rapid City (SD); On-site; USD 60,000 - 85,000; Full time

Job summary

Great Plains Tribal Health is seeking an experienced executive administrative professional to provide high-level support to GPTLHB leadership. Responsibilities include researching, preparing statistical reports, handling inquiries, and arranging communications and meetings for Executives.

The role requires strong written and verbal communication, diary management, and confidentiality, with experience in MS 365 tools and cross-organizational coordination.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Experience delivering a range of administrative support functions.
• Ability to liaise with government representatives, board directors, donors.
• Experience with briefs, presentations and written communication.

Responsibilities

• Assist in meeting planning and minutes; prepare packets.
• Screen telephone calls and triage inquiries.
• Manage correspondence and route to appropriate personnel.
• Prepare and edit various documents and reports.
• Input data in databases; perform data analysis.
• Respond to information requests and conduct required research.
• Develop efficient workflows and maintain files.
• Assemble data for VP(s) and compile statistics.
• Exercise discretion and maintain confidentiality in all matters.
• Coordinate logistics for organization-wide events.

Skills

Administrative support

Microsoft 365

Diary management

Communication

Meeting coordination

Research skills

Data handling

Confidentiality

Vendor coordination

Documentation

Education

Bachelor's degree or associate's degree

Tools

Smartsheets

MS Word

Excel

Outlook

Teams

SharePoint

OneDrive

Job description

Job Summary

This position is responsible for providing executive-level administrative support to the Great Plains Tribal Leaders Health Board (GPTLHB) executive leadership by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for Executives.

Essential Functions

• Assists in meeting plans, coordination, and implementation through tasks including agenda preparation, assembling required meeting packets, take meeting minutes and other needed meeting requirements. Attends and creates minutes at meetings as assigned.
• Screens supervisors telephone calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction.
• Opens, sorts, and distributes correspondence, including email, faxes, and postal mail; reads and analyzes submissions, letters, agendas, memos and determines significance; routes to appropriate personnel in a timely and efficient manner. Prepare executive responses to routine memos, letters, or correspondence.
• Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes, notices and other materials, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.
• Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system. Data analysis; Proficient in Smartsheets, MS Word, Excel, Outlook, and Teams.
• Serve as an information source for department, answering questions, making referrals as required, and conducting required research.
• Develop and implement an efficient work flow and information tracking/retrieval system across all assigned projects, and maintain/archives files and records
• Independently assemble relevant data for Vice President(s) and compiles pertinent statistics or information.
• Exercise sound judgment, critical thinking and discretion, maintain strictest confidentiality, independently assess and resolve complex situations/problems, and have the flexibility to respond to shifting priorities and great frequency.
• Creates purchase requests for vendors (i.e. Amazon, hotels, etc.) and maintain operations department credit card expenditures, and submits documentation to Finance in a timely manner
• Works with a cross-organizational team to coordinate logistics at organization-wide events.
• Performs related work as required.

Requirements

• Experience in delivering a range of administrative support functions, with proven skills in using and managing a variety of business systems.
• Strong written and verbal communication skills, with an understanding of the protocols and formalities required when liaising with government representatives, board directors, key stakeholders and donors.
• The ability to independently manage and control the diary and schedule of a senior executive, exercising initiative, discretion and judgment.
• Situational awareness of the operating environment, including an ability to distinguish between more and less critical activities and operate accordingly, reviewing and adjusting priorities as required.
• Experience in the preparation of briefs, presentations and written communication using clear, concise and grammatically correct language.
• Demonstrated ability to establish strong working relationships and collaborate with other staff members to provide integrated, organizational wide support.
• Working knowledge of the Microsoft 365 Suite, including SharePoint, OneDrive and Teams.
• Valid driver’s license must be kept current, and certificates, credentials, or licenses must be kept current and consistent with regulations required by applicable federal, state, and/or grant regulations.
• Demonstrates a passion for and is able to promote and communicate the philosophy, mission, and values of GPTLHB to external and internal partners.
• Must successfully pass a criminal and background check and a pre-employment drug screen.

Minimum Qualifications

Education/Relevant Experience: Bachelor’s degree, or associate’s degree and three (3) years’ experience. Progressively responsible work experience may be substituted on a year-for-year basis for college education.

This is a professional and/or supervisory position that requires post-secondary education and/or considerable experience, or clinical degrees requiring a clinical rotation. Individuals must have applicable education and/or experience applying basic principles, concepts, and methodology of a professional or administrative occupation, and skill in applying this knowledge in carrying out elementary assignments, operations, or procedures, or experience performing assignments such as carrying out limited projects that involve use of specialized complicated techniques.

The GPTLHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal.

Employment is contingent upon the outcome of all required criminal background checks and pre-employment drug screen.

Compliance with our Employee Health Procedure is a condition of employment. You are required to agree that you will comply with all job-related employee health screening and immunizations prior to your first day of employment. Jobs require that you have documentation that you have completed the following immunizations prior to your first day of employment: MMR (Measles, Mumps and Rubella, Varicella (Chicken Pox), Hepatitis B, Influenza, T-dap (Tetanus - Diphtheria - Pertussis), and COVID-19 vaccination is required.