Executive Assistant - MTM Only

Muckleshoot Indian Tribe•Auburn, WA

About The Position

Under general supervision of the Senior Services Program Manager, this confidential position provides office management and administrative support services and supervises assigned staff. This role acts as a confidential assistant to the Senior Services Program Manager, handling records management, scheduling, meeting coordination, correspondence, report writing, and research. The position involves planning, coordinating, and monitoring the work of subordinate employees, identifying and solving workload issues, and providing assistance with difficult assignments. It also includes interviewing, selecting, training, and evaluating employees, as well as handling disciplinary actions and approving leaves. The Executive Assistant provides specialized information and advice, often involving complex, sensitive, or confidential matters, and consults various legal and policy documents to prepare reports. Responsibilities extend to controlling and overseeing the maintenance, archiving, release, and destruction of vital records, performing financial calculations (accounts payable/receivable, budgeting, payroll), and responding to customer complaints with discretion. The role involves processing mail, potentially coordinating large-scale publication projects, attending and recording hearings, and representing the organization at various functions. Additionally, it may involve scheduling meetings, making travel arrangements, and maintaining calendars for management staff. Employees are expected to perform a wide range of duties as needed due to the company's commitment to community service.

Requirements

Graduation from a high school or equivalent with course work 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
Keyboarding
Analysis and problem solving
Oral and written communication
Organization, work prioritization and time management
Maintaining strict confidentiality of sensitive matters
Customer service -- in person and via telephone (discretion, patience, etiquette, professionalism)
Excellent Interpersonal and human relations skills
Following oral and written instructions; anticipate changes as appropriate
Working independently, and adapting to changes in work load demands
Providing training and coaching to subordinate staff
Evaluating employees and disciplining as appropriate
Following through on assignments as directed
Conducting research on specific work assignment as directed
General office policies, principles and practices
Rules, regulations, codes, laws, policies, procedures and ordinances related to Operations Manager’s office
Computer software applications relative to the position including Word and Excel
Basic accounting and mathematics
Conflict resolution techniques
Operation of standard office equipment that may include computer, copier, fax machines and multi-line telephone
Program specific information, terminology and/or equipment
Principles and practices of supervision
Current and valid Washington state driver’s license

Responsibilities

Act as confidential assistant to the Senior Services Program Manager including records management, scheduling, setting up meetings, writing correspondence and reports and researching information as assigned.
Plan, coordinate, assign, prioritize, provide directions and monitor the quality of work of subordinate employees.
Identify and solve workload and scheduling problems to ensure deadlines are met; provide assistance to staff with difficult assignments.
Interview, select and train employees for assigned positions; evaluate employees’ performance and determine necessary action; coordinate and implement decisions on discipline problems and approve leaves.
Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person, often involving complex, sensitive, confidential problems and/or potentially volatile situations.
Consult statutes, ordinances, contracts and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources, including spreadsheets and customized data applications.
Control and/or oversee the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.
Perform moderate to complex numerical calculations involving accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, preparing and monitoring budgets, payroll and/or other applications.
Generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion; work may involve legal, and/or other specialized materials, extensive statistical reports, editing policies and procedures, ordinances, contracts, public notices or other documents, requiring a comprehensive understanding of the subject matter.
Process mail that may require attaching related correspondence or information before forwarding; selecting mail to handle personally where the response requires specialized knowledge of the assigned function; identifying priority and/or time sensitive matters; and ensuring security and confidentiality.
Be responsible for planning and organizing mail-handling functions involving a large volume and variety of mail, or for coordinating large-scale publication and distribution projects.
Attend and record public and/or departmental hearings and/or meetings, and at times may be required to make presentations.
Represent organization at various functions, including administrative hearings, proceedings, court inquiries, committees and meetings.
Schedule meetings, make training and travel arrangements, and maintain calendars for Management staff.
Perform a wide range of office and field duties from time-to-time, which may or may not be related to their regular responsibilities.