Executive Assistant

POSITION TITLE: Executive Assistant – HHS
DEPARTMENT: Health & Human Services (HHS)
LOCATION: Longview, WA
REPORTS TO: Executive Director, HHS
STATUS: Exempt; Full-Time
WAGE RANGE: $82,264 - $98,592

CLOSING DATE: Open Until Filled (First Review 7/15/2026)

PLEASE NOTE: If applying via a third-party job board, your resume may be reviewed, but to be considered for an interview, a complete application will need to be submitted via the Cowlitz Indian Tribe's careers page.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes a Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

This position provides high-level support that enhances the effectiveness of the executive leadership of the HHS executive team. This position requires anticipating the executive team's needs for special projects and key issues related to the Department. Achieves results through direction, assistance, and coordination of activities and Department operations. The position requires professionalism in all interactions with internal and external customers and assisting with special events or projects. Must adhere to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe and the HHS department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Creates and maintains a tracking calendar for the Executive Team and sends reminders for follow-up issues.
• Coordinates travel arrangements for the Executive Team, including flight selection, accommodations, and transportation as needed.
• Prioritizes tasks and appointments for the Executive Team.
• Compiles, edits, and finalizes monthly and annual reports for the Executive Director.
• Reviews departmental reports, program surveys, studies, and miscellaneous information to keep the Executive Team informed of significant findings.
• Conserves the Executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Reviews, assigns, and develops drafts of correspondence, policy statements, position papers, and other official documents for decisions and further action by the Executive Team.
• Assists in the resolution of operational issues between programs and reorganizational planning of departments.
• Tracks and coordinates all related Tribal resolutions for the department.
• Responds and tracks inquiries, including receiving and resolving complaints from the public and tribal employees.
• Reviews, updates, and creates HHS executive leadership forms to meet standards and convert them into fillable PDFs for better usability.
• Manages the Executive Director's calendar.
• Acts as liaison between the HHS Executive team, department heads, Health Board, or Tribal Council.
• Coordinates special events and activities for HHS.
• Attends meetings and community functions, addresses groups, and prepares written and verbal presentations and reports as directed by the Executive Director.
• Coordinates the Management Team agenda, taking minutes and following up with assigned tasks, including committee and workgroup reports.
• Provides assistance and guidance in interpreting policies, practices, procedures, programs, and systems of a professional and technical nature.
• Orders office supplies and manages office resources for the Executive Leadership team.
• Completes all legal review requests, submits to the legal team, and maintains a log in real time.
• Maintains and tracks online learning and document management systems.
• Coordinates agenda development with Tribal boards or Tribal Council staff and directs staff activities in preparation for council meetings, board, and committee meetings.
• Adapts to changes in safety protocols and procedures.  
• Works collaboratively in a team environment to achieve shared goals.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of the traditional form of government and tribal customs and traditions.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of the quality improvement process.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet, and database software programs in a Windows environment, including electronic health care systems.
• Skill in treating internal and external customers with tact, courtesy, and respect.
• Skill in maintaining confidentiality.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgment.

Minimum Qualifications:

• Five years of experience as an executive-level assistant.
• Associate degree in business management or closely related field.
• Intermediate-level experience utilizing all Microsoft Office Suite products, specifically Word, Excel, PowerPoint, and Outlook.
• A valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening/investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education, and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks, including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and communicate effectively. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office/clinical setting with a moderate noise level. Employees may be exposed to unpleasant odors, bodily fluids, bloodborne pathogens, and infectious diseases. Situations occur where PPE (personal protective equipment) is needed. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.