Executive Assistant (Hr Division)

FDIHB•Fort Defiance, AZ

6d•Onsite

About The Position

This position provides administrative support to the CHRO Office and the HR Division. The Executive Assistant screens calls and visitors, schedules appointments and meetings, handles information requests, processes paperwork, conducts research, prepares presentations and reports, and manages correspondence. The role also involves making travel arrangements, coordinating conferences and meetings, taking minutes, and maintaining records and the budget for the HR Division. A key aspect of the role is ensuring compliance with policies and accurate financial record-keeping.

Requirements

Three (3) years direct work experience.
Associate Degree in Business Administration or related field.
Valid, unrestricted insurable driver's license.
Resumes and references are required.

Nice To Haves

Navajo/Indian Preference: Applicants who meet the minimum qualifications and are enrolled members of the Navajo Nation will be given primary preference. Members of other federally-recognized Indian tribes will be given secondary preference.

Responsibilities

Screens calls and visitors to the CHRO Office, making referrals and forwarding only those requiring the CHRO's attention.
Schedules appointments, meetings, and luncheons for HR Division staff.
Handles requests for information and resolves or assists in resolving concerns.
Processes paperwork, conducts research, answers phones, and prepares presentations and reports using Microsoft Office programs (Excel, PowerPoint, etc.).
Reviews incoming correspondence, determines appropriate action, and prepares responses.
Reviews outgoing correspondence and reports for proper format, accuracy, and adherence to policy.
Makes travel arrangements and prepares travel vouchers for HR Division employees.
Coordinates travel, types itineraries, and stays updated on policy changes.
Makes arrangements for conferences, meetings, and workshops, coordinating information and preparing materials.
Takes and transcribes minutes of meetings.
Maintains records and the budget allotted to the HR Division, ensuring timely and accurate status of funds.
Charges correct accounting codes, verifies object class codes, and justifies purchases/services.
Compares fund requests with account balances to ensure availability.
Prepares recurring reports on account balances and fund status.
Reconciles monthly credit card statements.
Performs other duties as assigned.