Executive Assistant - Office of the CEO

San Manuel•Highland, CA

9h•Hybrid

About The Position

Under the direction of the Manager, Executive Administration, the Executive Assistant provides high-level administrative and professional support to the executive leadership team. Enhances effectiveness for the Office of the CEO, and other executives as needed, by executing a variety of complex administrative duties requiring a high degree of sensitivity and discretion. Maintains poise in fast-paced situations and requires use of independent judgment and initiative in planning, organization and performance of confidential and time sensitive administrative assignments. Acts as a liaison between internal and external stakeholders, government officials, and Tribal community partners, fostering effective communication, collaboration, and relationship management.

Requirements

Associate’s degree in business administration or similar field required.
Minimum five (5) years of progressive administrative support experience required.
Executive office experience is a plus.
Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.
Ability to anticipate executive needs, exercise sound judgment, demonstrate initiative, and independently manage competing priorities with minimal direction.
Ability to interact with high-profile internal and external stakeholders with diplomacy, professionalism, and political awareness.
Exceptional written and verbal communication skills, including the ability to prepare, edit, and proofread executive-level correspondence, reports, and presentations, and other business communications.
Ability to handle sensitive, confidential, and proprietary information with the highest level of discretion, professionalism, and ethical conduct.
Ability to perform effectively in a fast paced, high-volume environment while managing multiple priorities, meeting deadlines, and adapting to changing business needs.
Extensive experience managing complex executive calendars including scheduling, prioritization, and coordination of competing meeting requests, events, and business commitments.
Strong interpersonal, customer service, and relationship-building skills, with the ability to establish and maintain effective working relationships with executives, team members, government officials, Tribal community partners, vendors, and other internal and external stakeholders.
Skill in developing, implementing, and improving administrative processes, workflows, systems, and tracking mechanisms to enhance operational efficiency, organization, and accountability.
Working knowledge of contract administration and procurement processes, including coordinating vendor relationships, monitoring service delivery, tracking expenditures, and supporting compliance with organizational policies and procedures.
Notary Public Commission required and/or the ability to obtain and renew a Notary Public Commission.

Nice To Haves

Bachelor’s degree in business administration or similar field preferred.
Certified Professional Secretary (CPS) certification preferred.

Responsibilities

Plans, schedules and manages complex executive Outlook calendars and related business activities using effective prioritization and sound judgement. Works closely and effectively with the Executive Administrative Manager to ensure executives are well informed of upcoming commitments, priorities, and responsibilities, and follows up appropriately.
Proactively coordinates and manages complex end-to-end travel logistics for executives and key business partners, anticipating potential changes and ensuring seamless arrangements for air travel, ground transportation, and related itineraries.
Serves as a diplomatic gatekeeper, effectively managing and prioritizing internal and external communications, including calls, visitors, correspondence and inquiries. Oversees the flow of executive-level information, exercising professional discretion while maintaining the highest level of confidentiality. Acts as a liaison for visitors and stakeholders, coordinating logistics, providing support, and escorting guests as appropriate.
Prepares, composes, and proofreads highly accurate correspondence, memoranda, reports, letters, forms and presentations using Microsoft 365 applications and other appropriate business software. Creates and maintains supporting documents, charts, spreadsheets, and related materials, ensuring accuracy, professionalism, and compliance with organizational standards while exercising discretion and maintaining the confidentiality of sensitive information.
Supports budget planning and development efforts for the Office of the CEO and assigned executives, including expenditure tracking, expense report management, budget monitoring, forecasting and the preparation of financial analyses and reports to support informed decision-making.
Anticipates and resolves obstacles to success through proactive planning, innovative problem solving, and critical thinking. Recommends effective solutions, follows up on pending information and requests, and ensures timely communication with appropriate leaders and stakeholders.
Provides cross-functional executive project coordination to ensure objectives are achieved by monitoring progress, facilitating communication, and coordinating the people and resources necessary to execute plans. Facilitates administrative projects and initiatives, ensuring timely completion, accuracy, and alignment with organizational priorities.
Serves as a liaison between internal and external stakeholders, government officials, Tribal community partners, and executive leadership, fostering effective communication, collaboration, and relationship management in support of organizational priorities.
Processes, files and tracks documents for Office of the CEO, e.g., expense reports, check requests, and credit card reconciliation, if applicable. Organizes and retains department files and other confidential records and databases through document retention systems.
Performs other duties as assigned to support the eﬃcient operation of the department.