Executive Administrative Assistant to the Tribal Administrator

Job Title: Executive Administrative Assistant to the Tribal Administrator  

Department: Administration

Reports To: Tribal Administrator

Classification: Non-exempt

Status: Full-Time w/Benefits

Salary Range: $72,000 - $80,000 Annually/DOE

Location: Onsite – Remote or hybrid work arrangements are not permitted

Job postings remain open for up to thirty (30) days or until a qualified candidate is selected. The organization reserves the right to close a posting at any time without prior notice, based on the hiring needs.

JOB SUMMARY

The Executive Administrative Assistant to the Tribal Administrator provides high-level administrative, operational, and organizational support to ensure the effective functioning of executive leadership and Tribal government operations. This role manages complex scheduling, prepares reports and correspondence, coordinates travel and accommodations, and supports daily business activities with accuracy and professionalism. The position requires strong communication skills, advanced proficiency in the Microsoft Office Suite, sound judgment, and the ability to manage confidential information with discretion.

The Executive Administrative Assistant serves as a key liaison between the Tribal Administrator, Tribal Council, departments, and external partners, supporting governance activities such as agenda preparation, document management, and follow-up on strategic initiatives. Success in this role requires the ability to anticipate needs, prioritize competing demands, solve problems effectively, and demonstrate cultural awareness and respect for Tribal sovereignty and traditions.

ESSENTIAL DUTIES

Prepare financial documents, reports, memos, presentations, invoices, letters, and other correspondence.

Answer and route phone calls, greet and assist visitors, and provide professional front-facing support for the executive office.

Manage complex calendars, schedule meetings, and coordinate executive travel and lodging arrangements.

Plan and support executive-level meetings by preparing agendas, recording minutes, preparing resolutions, and tracking action items.

Serve as the primary liaison for internal and external communications on behalf of the Tribal Administrator.

Serve as a primary coordinator between Tribal Administration and the Tribal Council, in tandem with the Chief of Staff, to ensure alignment, communication, and timely follow-up on priorities.

Serve as administrative manager for various Boards and Committees, including preparing supporting documents, coordinating training and meeting logistics, and working with departments and venue staff to ensure effective operations.

File and retrieve records, maintain organized filing systems, and manage records databases in compliance with policies.

Research and compile data for executive review, board and committee materials, and strategic initiatives.

Maintain office operations including supply ordering, vendor coordination, and equipment oversight.

Review, analyze, and prioritize incoming correspondence such as mail, email, memos, and submissions.

Assist with HR processes including onboarding, timesheet review, and internal staff communications.

Support bookkeeping functions such as invoice tracking, reconciliations, and budget documentation.

Provide additional administrative support across departments as needed, including filling in for Receptionist functions to ensure consistent, high-quality service to employees and visitors.

Supervise administrative support staff and oversee daily workflow and office efficiency.
Utilize word processing, spreadsheet, database, and presentation software to support administrative functions.

Maintain working knowledge of office equipment, systems, and standard software, and provide basic troubleshooting support for common technical issues to ensure continuity of daily operations.

Uphold confidentiality, professionalism, and cultural respect in all interactions and decisions.

Perform other related duties as assigned to support the needs of the Tribal Administrator and the organization.

MINIMUM QUALIFICATIONS

Associate’s degree in Business, Public Administration, or a related field required; Bachelor’s degree preferred.

Minimum of five years of progressively responsible administrative experience, including at least three years supporting executive-level leadership.

Two years of supervisory or office management experience strongly preferred.

Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with records management systems and virtual collaboration tools preferred

Strong organizational skills with the ability to prioritize work, manage deadlines, and adapt to a fast-paced environment.

Demonstrated problem-solving and decision-making skills with the ability to work independently and proactively.

Excellent verbal and written communication skills and the ability to interact professionally with staff, Tribal citizens, and external partners.

Familiarity with Tribal government structure, constitutional framework, and cultural values is preferred but not required.

Minimum typing speed of 60 WPM with no more than a 3% error rate; 75+ WPM preferred.

Valid typing certificate dated within the last 12 months from a recognized testing center or online provider.

Must possess and maintain a valid driver’s license and insurable driving record.

Must successfully pass all required criminal, character, and background checks.

Must pass a pre-employment drug screening.

Must be available to work extended hours, including evenings and weekends, as needed.

Application Process:

Submit the following:

Completed Application

Cover Letter and Resume

Copy of Typing Certificate

Documentation of completion of Education

If claiming Tribal Preference, please provide proof of Tribal Identification

SUBMISSION INSTRUCTIONS 

Applications may be submitted through on-line portal (www.chukchansi-nsn.gov), by walk-in, or regular mail. Please send all materials to: Human Resources Department P.O. Box 2226 Oakhurst, CA 93644 

PRCI Tribal Preference:

In accordance with applicable Tribal Law, and Title VII of the 1964 Civil Rights Act, the PRCI Administration shall give preference in hiring, promotion, transfer, and lay-off to enrolled members of the Picayune Rancheria of Chukchansi Indians. To qualify for this preference, applicants must submit verification of enrollment in the Tribe. Preference means that Tribal Members who are equally qualified as non-tribal members will be hired. In addition, on the Human Resources Interview rubric that allows for a total of 75 points during interviews, Tribal members will be awarded an additional 7.5 points (10% of allotted points) counted in the overall tally. Tribal members who are not Chukchansi will receive Indian preference by awarding five additional points (6.7% of the total allotted points).

Indian Preference Statement:

Under CFR 25, Part 276 and by Title VII of the Civil Rights Act, Section 701(b) and 703(i), preference in filling all vacancies is provided to qualified PRCI Tribal Members and/or other American Indian/Alaska Native Candidates.