Executive Assistant

JOB DESCRIPTION

POSITION TITLE: Executive Assistant WORKSITE: Tule River Indian Housing Authority

• 342 North Reservation Road
• Porterville, CA 93257

1. Provide direct administrative support to the Executive Director.
2. Manage calendars, appointments, meetings, and scheduling activities.
3. Screen calls, visitors, correspondence, and requests for information.
4. Draft correspondence, reports, memorandums, presentations, and other documents.
5. Maintain confidential personnel, legal, financial, and organizational records.
6. Track assignments, deadlines, and special projects.
7. Assist in preparation of reports and materials for leadership meetings.
8. Coordinate travel arrangements, conference registrations, lodging, transportation, and expense documentation.

1. Serve as primary administrative liaison to the Board of Commissioners.
2. Coordinate board meetings, committee meetings, workshops, and special sessions.
3. Prepare board agendas, packets, resolutions, reports, and supporting documentation.
4. Compile and distribute board binders and meeting materials.
5. Record and prepare accurate meeting minutes.
6. Maintain official board records, resolutions, motions, policies, and meeting archives.
7. Track board action items and follow-up assignments.
8. Coordinate board travel, conference attendance, training registrations, reimbursements, and expense reporting.
9. Ensure compliance with applicable meeting notice and record retention requirements.

1. Manage office filing systems, electronic records, and document retention processes.
2. Receive visitors and direct them appropriately.

1. Associate's degree in Business Administration, Public Administration, Office Management, Communications, or related field, preferred.
2. Equivalent combination of education and experience may be considered.
3. Must obtain a Tribal Administrative Assistant Certificate within one (1) year of employment.
4. Minimum three (3) years of progressively responsible administrative support experience.
5. Experience in supporting executive leadership and governing board, preferred.
6. Experience preparing agendas, meeting minutes, board packets, and official records, preferred.
7. Advanced Microsoft Office proficiency, preferred.
8. Valid California Driver's License and ability to be insured through TRIHA.
9. Must successfully complete a pre-employment drug/alcohol screening and background check.
10. If previously employed within the Tule River Indian Tribe of CA entities, you must have acceptable work history.

1. Advanced knowledge of office administration procedures and practices
2. Knowledge of board governance and meeting administration
3. Excellent records management and retention practices
4. Extensive knowledge of Microsoft Office applications including Microsoft 365
5. Knowledge of Tribal organizational structure and policies
6. Ability to maintain professional business communications and correspondence preparation
7. Must maintain confidentiality and exercise sound judgment
8. Must be capable of managing multiple priorities and deadlines simultaneously
9. Must possess the ability to communicate effectively both verbally and in writing
10. Must maintain the ability to organize and coordinate meetings, schedules, and projects
11. Must maintain the ability to prepare reports, correspondence, and meeting materials
12. Must establish and maintain effective working relationships
13. Must be able to work independently with minimal supervision
14. Must regularly provide professional customer service

1. Prolonged periods of sitting at a desk and working on a computer.
2. Ability to communicate effectively in person, by telephone, and through electronic communication.
3. Frequent use of hands and fingers to operate a computer, calculator, copier, and other standard office equipment.
4. Ability to review and prepare reports, contracts, correspondence, and other documents requiring close visual attention.
5. Ability to move throughout the office facilities and attend meetings at various locations.
6. Occasional standing, walking, bending, reaching, and lifting of files, records, and office supplies weighing up to 50lbs.
7. Ability to maintain regular and reliable attendance.
8. Ability to perform the essential functions of the position with or without reasonable accommodations.
9. Must be willing and able to travel, including overnight travel, when necessary, to attend trainings, conferences, meetings, and other professional development opportunities.