Executive Assistant-MTS (MTM Only)

Muckleshoot Indian Tribe•Auburn, WA

21h•Onsite

About The Position

Under general supervision of the MTS Administrative Support Manager, this confidential position provides office management and administrative support services and supervises assigned staff. The Executive Assistant acts as a confidential assistant to the assigned Muckleshoot Tribal School Administrative Team members, including the Superintendent and/or school Directors. Duties include records management, scheduling, setting up meetings, writing correspondence, reports, and researching information. This role may supervise other Tribal Secretarial positions, including performance management. The position serves as a direct liaison to the Tribal School Commission and Department of Education, handling meeting minutes, information requests, and acting as a community contact. The Executive Assistant must understand approved policies and procedures to provide specialized information and advice, often involving complex, sensitive, and confidential matters. Responsibilities include controlling and overseeing the maintenance, archiving, release, and destruction of vital records, performing financial calculations (accounts payable/receivable, budgeting, payroll), and generating responses to sensitive customer inquiries. The role involves processing mail, potentially coordinating large-scale publication and distribution projects, attending and recording hearings/meetings, and making presentations. The Executive Assistant represents the organization at various functions and may schedule meetings, make travel arrangements, and maintain calendars for administrative team members. They report regularly to the Superintendent on district developments and coordinate/record minutes for administrative team meetings. This position also assists with the district's communication systems for emergency closings and general communications from the Superintendent and Board of Education, and takes on special projects and serves as a backup for school enrollment. Employees may be expected to perform a wide range of office and field duties as needed.

Requirements

Graduation from a high school or equivalent with coursework in general office practices.
Six (6) years of experience as a confidential assistant, administrative assistant, or similar position.
Two (2) years’ experience supervising other clerical support staff.
Ability to demonstrate/provide evidence of the ability to work independently with minimal supervision.
A record of excellent attendance and punctuality.
Keyboarding skills.
Analysis and problem-solving skills.
Oral and written communication skills.
Organization, work prioritization, and time management skills.
Ability to maintain strict confidentiality of sensitive matters.
Customer service skills (in person and via telephone).
Excellent Interpersonal and human relations skills.
Ability to follow oral and written instructions and anticipate changes.
Ability to work independently and adapt to changes in work load demands.
Ability to provide training and coaching to subordinate staff.
Ability to evaluate employees and discipline as appropriate.
Ability to follow through on assignments as directed.
Ability to conduct research on specific work assignments.
Knowledge of general office policies, principles, and practices.
Knowledge of rules, regulations, codes, laws, policies, procedures, and ordinances related to the Operations Manager’s office.
Proficiency in computer software applications relative to the position including Word and Excel.
Basic accounting and mathematics skills.
Knowledge of conflict resolution techniques.
Ability to operate standard office equipment (computer, copier, fax machines, multi-line telephone).
Knowledge of program-specific information, terminology, and/or equipment.
Knowledge of principles and practices of supervision.
Current and valid Washington state driver’s license.

Responsibilities

Act as confidential assistant to the assigned Muckleshoot Tribal School Administrative Team members.
Manage records, scheduling, meeting setups, correspondence, reports, and research.
Supervise other Tribal Secretarial positions, including performance management.
Serve as a direct liaison to the Tribal School Commission and Department of Education.
Interpret and advise on established policies, procedures, and other relevant sources.
Consult statutes, ordinances, contracts, and other sources; summarize information and prepare reports.
Control and oversee the maintenance, archiving, release, and destruction of vital records.
Perform financial calculations including accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, preparing and monitoring budgets, and payroll.
Generate responses to internal and/or external customers addressing complaints, concerns, and problems.
Process mail, identifying priority and/or time-sensitive matters, and ensuring security and confidentiality.
Attend and record public and/or departmental hearings and/or meetings, and potentially make presentations.
Represent the organization at various functions, including administrative hearings, proceedings, court inquiries, committees, and meetings.
Schedule meetings, make training and travel arrangements, and maintain calendars for assigned administrative team members.
Report regularly to the Superintendent on developments or problems within the district.
Coordinate, attend, participate in, and record confidential minutes of Superintendent's administrative team meetings or other assigned meetings.
Assist in the operation of the district's communication systems for emergency closings and general inter-district communications.
Assume and execute special projects as assigned.
Serve as backup contact person for school enrollment.