Executive Assistant (Open Until Filled)

Pawnee Nation of Oklahoma•Pawnee, OK

2d•$26 - $0•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Pawnee Business Council under the direct supervision of the Executive Director. The role supports the Council in planning, organizing, directing, and controlling complex organizational functions and staff activities. Duties include preparing and maintaining meeting materials, records, correspondence, schedules, travel arrangements, and program-support paperwork; supporting legislative and policy coordination; and serving as a liaison with tribal departments and external agencies. The position is full-time, non-exempt, and based in Pawnee, Oklahoma. Travel is minimal, and the work is primarily performed in an office setting.

Requirements

Associate’s degree in Business Administration or a related field; alternatively, one year of business school or vocational-technical training in Clerical Office Management, Administrative Assistance/Secretarial Science, or a related field.
At least two years of experience in progressively responsible administrative positions.
At least four years of experience in tribal programs.
Proficiency with Microsoft applications, including Word, Excel, Outlook, PowerPoint, Internet Explorer, and Adobe.
Proficiency in using standard office equipment such as fax machines, copiers, and telephones.
Ability to learn the Microix software system.
Ability to type 40 words per minute.
Ability to establish and maintain professional relationships with the Pawnee Business Council, Pawnee Nation employees and tribal members, and representatives of external agencies and American Indian tribes.
Ability to foster teamwork and cooperate professionally with coworkers and supervisors.
Strong business communication skills, including spelling and grammar, and business arithmetic skills, including accounting.
Ability to pass a background screening.
Ability to work effectively with people from varying social and cultural backgrounds and to be persuasive and tactful in controversial situations.
Strong organizational and prioritization skills; ability to meet deadlines, adapt to changing priorities, and work well under pressure.
Ability to conduct research, analyze information, interpret data, assess situations, and choose appropriate courses of action.
Knowledge of modern office methods, practices, and procedures.
Ability to work independently.
Valid Oklahoma driver’s license and eligibility for coverage by the Pawnee Nation’s insurance carrier.

Responsibilities

Provide high-level administrative and clerical support to the Pawnee Business Council.
Record and transcribe meetings and prepare minutes for Pawnee Business Council and budget meetings.
Prepare and compile meeting packets for the Pawnee Business Council, committees, and commissions.
Maintain Council members’ itineraries, including travel arrangements, schedules, and reservations.
Maintain a calendar of upcoming meetings and events and coordinate schedules with the executive office.
Create and maintain hard-copy and electronic files, records, and historical documents for the Council and other tribal entities.
Develop and maintain an electronic repository for archived documents.
Provide phone coverage for the President’s Office and Council calls; handle incoming mail and prepare outgoing correspondence.
Process program-support paperwork, including purchase requisitions, payment invoices, and travel documents, using Microix.
Electronically approve purchases exceeding $5,000 on behalf of the Council through Microix, ensuring required approved minutes and documentation are attached.
Order and track program supplies and related materials.
Verify signatures and completeness of checks, invoices, travel documents, and related paperwork.
Serve on the Tribal Emergency Response Committee (TERC).
Maintain confidentiality and contribute to team efforts and related results.
Track Council resolutions, tribal laws, and intergovernmental communications; help prepare summaries, briefing materials, and follow-up documentation.
Coordinate with tribal departments, state agencies, and federal entities on scheduling, document exchange, and policy-related correspondence, ensuring timely and accurate communication.
Assist with reviewing and formatting draft legislation, policy proposals, and regulatory documents; maintain records of legislative actions and support Council members preparing for hearings, consultations, and strategic planning sessions.
Perform other duties as assigned and within the scope of the position.