EXECUTIVE ASSISTANT (HR DIVISION)

Fort Defiance Indian Hospital Board, Inc.•Fort Defiance Agency, AZ

2h•$24 - $29

About The Position

The Executive Assistant supports the HR Division and the CHRO Office by managing communications, scheduling, correspondence, travel, meetings, records, and budget-related work. The role screens calls and visitors, directs inquiries to appropriate staff, handles requests for information, and assists with resolving concerns. It processes paperwork, conducts research, and prepares presentations and reports using software such as Microsoft Office, including Excel and PowerPoint. The position reviews incoming and outgoing correspondence and reports for accuracy, format, grammar, policy compliance, and coordination of facts. It arranges travel for HR Division employees, prepares itineraries and travel vouchers, and keeps current with travel-policy changes. It also organizes conferences, meetings, and workshops, prepares meeting materials, takes and transcribes minutes, maintains HR Division records and budget information, monitors fund balances and accounting codes, prepares recurring financial reports, and reconciles monthly credit card statements.

Requirements

Three years of direct work experience.
Associate degree in Business Administration or a related field.
Valid, unrestricted, insurable driver's license.
Resumes and references are required.
Degree or transcripts must be emailed to Elvera [email protected].

Responsibilities

Screen calls and visitors to the CHRO Office, refer them to appropriate staff, and forward matters requiring the CHRO’s attention.
Schedule appointments, meetings, and luncheons for HR Division staff.
Handle requests for information and resolve or assist in resolving concerns.
Process paperwork, conduct research, answer phones, and prepare presentations and reports using software including Microsoft Office, Excel, and PowerPoint.
Review incoming correspondence, determine appropriate action, and sometimes prepare responses before forwarding correspondence to the CHRO.
Review outgoing correspondence and reports for proper format, mathematical correctness, grammar, coordination of facts, and compliance with established policy.
Arrange travel for HR Division employees, prepare itineraries and travel vouchers, accurately calculate costs, and implement current travel policies.
Arrange conferences, meetings, and workshops; coordinate information and prepare materials for discussion in consultation with the CHRO.
Take and transcribe meeting minutes in accordance with organizational policy.
Maintain HR Division records and budget information, monitor available funds, apply correct accounting and object class codes, and identify and justify purchases and services.
Compare funding requests with account balances to confirm funds are available.
Prepare recurring monthly, quarterly, and annual reports on account balances and fund status.
Reconcile monthly credit card statements.
Perform other duties as assigned.