Executive Assistant

Job Summary:

Provides high-level administrative and staff support to the executive by independently handling a wide range of sensitive, confidential, and complex matters that require discretion and may not be appropriate for referral to the executive. Serves as a trusted liaison and representative of the executive, providing information and guidance regarding the executive’s views on organizational policies, priorities, and current issues.

Maintains professional relationships and communicates with individuals both inside and outside the organization, including high-ranking officials, executives, community leaders, and other key stakeholders. Exercises considerable judgment, tact, diplomacy, and discretion when responding to inquiries, resolving unique situations, and determining the appropriate course of action. Handles each situation according to its circumstances while protecting confidential information and representing the executive and organization professionally.

Primary Responsibilities:

• Organizes and arranges for staff members to represent organization at meetings and conferences, using own initiative.
• Notes commitments by executives during meetings and arranges for staff implementation.
• Reads outgoing correspondence for executive approval and alerts writers to any conflict or departure from policies or executives’ viewpoints.
• In executives’ absence, ensures that requests for action or information are relayed to the appropriate staff members.
• Analyzes unit operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures.
• Coordinates collection and preparation of operating reports, such as budget expenditures, and statistical records of performance data.
• Performs other duties as assigned, consistent with the requirements of the position.

Supervisory Responsibilities:

• This position has no supervisory responsibilities. 

Minimum Qualifications:

Education:

• High School Diploma or General Education Degree (GED) required.

Experience:

• 5 years of progressively responsible administrative experience is required.
• Experience working with Native American tribal governments or tribal enterprises is preferred.
• Knowledge of tribal sovereignty is preferred.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management skills.
• Advanced Microsoft Excel skills.
• Ability to maintain confidentiality.
• Strong written and verbal communication skills.
• Must possess a valid Oklahoma Driver’s license and a clear background check. 

Physical Requirements:

• Prolonged periods of sitting and computer work.
• Ability to occasionally lift up to 25 pounds.
• Manual dexterity sufficient to operate standard office equipment.
• Ability to attend meetings and training sessions.

Work Environment:

• Office environment with occasional travel for training or meetings.

This position may have care of or contact with Indian children.  

Applicants must meet the stated minimum qualifications for the position as listed in the job posting. In the event of a tie, we reserve the right to give preference to qualified UKB Tribal members or other Native American applicants. 

The statements contained herein are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties as necessary to meet organizational needs. 

NOTE:  

In reference to the Personnel Policy, Section 1-5 Employment At -Will. All employees who do not have a written contract with the employer for a specific fixed term of employment are thereby employed at the will of the employer for an indefinite period. Employment with the UKB Federal Corporation, without a written contract, is voluntary and therefore employees are free to resign at will at any time with or without cause or reason likewise, the UKB Federal Corporation may terminate the employment relationship at will at anytime with or without notice and for any lawful reason deemed appropriate by the Tribe and UKB Federal Corporation staff or for good cause, bad cause, or no cause at all. This policy is commonly referred to as “employment -at- will.”