Executive Assistant to Tribal Council

The Executive Assistant (EA) to Tribal Council serves at the discretion of the Bishop Paiute Tribal Council. The Executive Assistant serves the full Tribal Council administratively but reports to the Chairman for supervision.
The EA provides high-level administrative support to the Tribal Council Office Manager and the Tribal Council with the expectation of maintaining utmost confidentiality and records management. Responsible for assisting
and supporting through the coordination of meetings, travel arrangements, annual strategic planning sessions, and distributing information from the Tribal Council to Tribal Members and staff. The Executive Assistant performs a wide variety of administrative functions answers the telephone, drafts correspondence, drafts agenda and minutes for the Tribal Council, provides oversight of draft agenda and minutes for Committee meetings as directed and coordinates travel for the Tribal Council.

Education and Experience:
 Associate’s degree in business, public administration, or a related field; a combination of relevant education and experience may be substituted for the degree.
 A minimum of four (4) years of experience in an executive assistant or comparable role is required; additional experience is highly preferred. Must be proficient with a number of computer systems to include Microsoft Suite.

Other Requirements:
 Must have and maintain a valid California Drivers’ License and be insurable by the Tribe’s existing automobile insurance policy.
 Must have the ability to work with people from diverse cultures, ethnic and socio-economic backgrounds and possess a basic knowledge of Native American communities and always maintain cultural sensitivity.
 Must comply with the Bishop Paiute Tribe’s organizational policies.

Council Support
 Coordinate Tribal Council meeting agendas.
 Prepare, distribute, and maintain official meeting minutes.
 Track action items and Council directives.
 Provides written notification to Tribal Council Member when written and verbal correspondence requires their attention and maintain record of incoming and outgoing correspondence pertaining to Tribal Council.
 Responsible for supporting the communications, preparation, agenda and minutes for the Tribal Council, committees, boards, commissions, and ad hoc meetings as assigned.
 Draft correspondence on behalf of the Tribal Council as directed.

Administrative & Executive Support
 Maintain and coordinate Tribal Council calendars.
 Coordinate, schedule and attend meetings (Business, Regular, General Council, Special, Public Hearing, etc.), travel, and appointments.
 Prepare reports, presentations, and briefing materials.
 Assist with travel arrangements, including itineraries and documentation.
 Track Tribal Council expenses and process invoices.
 Ensures donation requests are received, logged, tracked, and routed in accordance with Tribal policies and procedures.
 Reconcile Council credit card statements and prepare budget summaries.

Communications & Representation
 Serve as a professional representative of the Tribal Council.
 Screen and prioritize calls, correspondence, and inquiries.
 Respond to complaints and inquiries as assigned.
 Provide on-site executive assistant support for trips, meetings, and ceremonial events.
 Coordinate and support Tribal Council events and logistics.

Confidentiality & Professional Judgment
 Maintain strict confidentiality regarding all Tribal business.
 Exercise sound judgment and discretion.
 Manage competing priorities and deadlines in a high-paced environment.

Additional Responsibilities
 Provide backup support for front desk and administrative team as needed.
 Participate in training and demonstrate proficiency in meeting minute-taking and executive administrative support functions within ninety (90) days of hire.
 Must have strong writing, typing, editing, proofreading, layout and design skills.
 Serve as a professional representative of the Tribal Council at all times and uphold confidentiality by refraining from sharing, posting, or distributing any information, in any manner, without the express written
consent of the Tribal Council.
 Shall maintain a clean and orderly Tribal Council Conference Room/Tribal Chambers and kitchen including taking inventory and ordering supplies on a weekly or as needed basis.
 Assists with the organization and updates of the Tribal Council Drive (internal server), Tribal Members portal on the Tribe's Website for effective and efficient information sharing and document retention.
 Coordinates Tribal Council to tribal community communications (i.e., flowers, recognition of tribal member, and events).
 Must be proficient in project management software.
 Must have record management experience and knowledge of digital archiving utilizing multiple digital platforms.
 Must conduct business in a service-oriented manner that is attentive, pleasant, respectful and kind when dealing with tribal members, visitors, co-workers and others.
 Must have excellent organizational skills.
 Other duties as assigned by the Tribal Council.

Supervisory Responsibilities
 Provides direct supervision and oversight of the Committee Coordinator, including task coordination, work prioritization, performance guidance, and accountability.

$78,705.00 - $126,716.00 annually