Executive Assistant Contracted 6 months (Closes on 272026)

Job Title Executive Assistant

Department Pawnee Business Council

Supervisor Executive Director

Contracted 6 months will reevaluate upon completion

Position Overview

Under direct supervision of the Executive Director the incumbent performs high level administrative support assisting the Pawnee Business Council in planning organizing directing and controlling complex organizational functions and staff activities.

1. Provides high level administrative support and clerical assistance;
2. Responsible for recording transcribing preparing minutes of Pawnee Business Council meetings budget meetings etc.;
3. Responsible for preparing and compiling meeting packets for the Pawnee Business Council Committees and/or Commissions;
4. Responsible for maintaining the Pawnee Business Council members itinerary which includes arrangements for travel schedules and reservations;
5. Maintains an up-to-date calendar of all upcoming meetings and events and coordinates scheduling efforts with the executive office;
6. Creates and maintains accurate hard copy and electronic files records and historical documents for the Pawnee Business Council and other tribal entities;
7. Responsible for the development and maintenance of an electronic repository for archived documents;
8. Responsible for phone coverage for the Presidents Office and Council phone calls;
9. Responsible for all incoming mail for the Presidents Office and the Pawnee Business Council;
10. Responsible for composing and processing out-going correspondence including letters memos reports consultant contracts etc.;
11. Processes all paperwork related to program support such as purchase requisitions invoices for payments travel documents etc. utilizing the Microix system;
12. Responsible for electronically approving purchases in excess of $5000 utilizing Microix system on behalf of the Pawnee Business Council ensuring that all required approved minutes and accurate documentation are attached;
13. Responsible for ordering and tracking inventory of programmatic supplies and related materials;
14. Responsible for verifying signature and completeness on checks invoices travel etc.;
15. Serves on the Tribal Emergency Response Committee (TERC);
16. Maintains confidentiality;
17. Contributes to a team effort and accomplishes related results as required;
18. Supports legislative and policy coordination efforts by tracking Council resolutions tribal laws and intergovernmental communications; assists in preparing summaries briefing materials and follow-up documentation for Council review and external partners;
19. Serves as a liaison for the Pawnee Business Council in coordinating with tribal departments state agencies and federal entities on scheduling document exchange and policy-related correspondence; ensures timely and accurate communication flow;
20. Assists in the review and formatting of draft legislation policy proposals and regulatory documents; maintains organized records of legislative actions and supports Council members in preparing for hearings consultations and strategic planning sessions;
21. Performs other duties as assigned and within the scope of the position;

Educational Requirements:

Minimum: Associates Degree in Business Administration or related field; or One (1) year of business school or Vo-Technical training in Clerical Office Management or Administrative Assistance/Secretarial Science or related field.

Experience Requirements:

Minimum: Two (2) years of experience in progressively responsible administrative positions and a minimum of four (4) years of experience in tribal programs.

Knowledge Skills & Abilities:

Computer:

1. Proficiency in Microsoft applications including Word Excel Outlook Power Point Internet Explorer Adobe etc.;

2. Proficiency in the proper use and operation of standard office equipment (fax copier telephone etc.).

3. Ability to learn Microix software system;

4. Ability to type 40 words per minute.

Communication:

1. Ability to establish and maintain professional relationships with the Pawnee Business Council Pawnee Nation employees and tribal members as well as representatives from external agencies and American Indian tribes;

2. Ability to foster team effort and cooperation with co-workers and supervisors in a professional manner;

3. Skilled in the use of business communications (proper spelling/grammar);

4. Skilled in the use of business arithmetic (accounting etc.).

Miscellaneous:

1. Ability to pass a background screening;

2. Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds;

3. Ability to be persuasive and tactful in controversial situations;

4. Must demonstrate strong organizational skills with the ability to prioritize;

5. Ability to meet deadlines adapt to changing priorities and work well under pressure;

6. Ability to effectively conduct research analyze information and interpret data;

7. Ability to analyze situations and adopt appropriate courses of action;

8. Must demonstrate knowledge of modern office methods practices and procedures;

10. Must work independently;

11. Must possess a valid Oklahoma Drivers license and be insurable by the Pawnee Nations insurance carrier.

Physical Demands:

While performing the duties of this job the employee regularly is required to sit; use hands to finger handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; and walk. The employee occasionally is required to stoop kneel crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work is occasionally required. There is regular interaction with the public other agencies and employees. Tight time constraints and multiple demands from several people are common. Travel may be required for training meetings conferences presentations and other events.