Executive Assistant/Membership Liaison - Open Until Filled

POSITION SUMMARY:

The Executive Assistant/Membership Liaison, under the direct supervision of the Assistant Executive Director, ensures that membership issues are resolved in a timely manner. Additional coordination may be provided by the Executive Director or designee for this position to record, track, and report on the disposition of all administrative and membership items for follow up to the Sault Tribe Board of Directors and Executive Team. Responsible for maintaining database for Board follow-up. Responsible for coordinating and assisting with a variety of special projects.

ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)

• Attends all Board of Directors meetings and workshops
• Records all administrative and membership items for follow-up as directed.
• Maintains database of follow-up items, report on a regular basis the disposition of follow-up items to the Board and Executive Team.
• Meets with members on a scheduled or drop-in basis to facilitate timely resolution of member concerns.
• Assists in coordinating Chairperson's meeting agendas and schedules as directed.
• Conducts meetings to review and address assigned membership issues, workflow related concerns and issues, facilitates communication and provides guidance to help resolve conflict and personnel issues as directed.
• Acts as a Tribal representative by attending executive meetings, membership meetings and performing presentations as directed.
• Coordinates meetings with and verbal/written reports from membership services programs.
• Formulates and recommends solutions to address Tribal organizational management concerns.
• Implements adjustments to improve communication and increase efficiency of work and paper flow.
• Researches, compiles and analyzes data for special membership projects.
• Tracks and reports on status and completion of assignments and projects, conveys necessary information relevant to performance of assignments and arranges resources for assignment completion.
• Monitors, tracks, responds to and follows-up to make sure membership issues are resolved. Is ultimately responsible for the tracking of all membership issues, correspondence, e-mails and phone calls.
• Conducts self in a manner that promotes our traditional Anishinaabe Bimaadiziwin values.
• Coordinates or assists with the coordination of special events such as National Assembly, Tribal Leadership, etc., as directed.
• Coordinates and completes special projects as directed.
• Completes KRONOS for a number of Executive Director direct reports.

ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)

• Maintains confidentiality, as it involves highly-sensitive issues and proprietary information.
• Provides backfill coverage for the front reception desk at the Tribal Administration building as directed.
• All other job duties as assigned.

CONTACTS:

Will have contact with Tribal employees and members, Chairperson's Office staff and Tribal Administration, executives and public officials, other Tribal Leaders and representatives, and the general public.

PHYSICAL REQUIREMENTS:

Position is considered light duty with lifting of 20 to 50 pounds with frequent lifting/carrying up to 10 pounds. Physical factors include constant sitting and typing; frequent use of hearing, and occasional standing, walking, carrying, stooping, kneeling, reaching, bending, manual handling, use of near vision, depth perception, color and field of vision. Potential hazards include constant computer and office equipment use. Must be able to travel. May require periodic air travel.

REQUIREMENTS:

Education/Experience: High School diploma or equivalent required. Bachelor's degree in Public or Business Administration or related field preferred.

Experience: Five years of experience performing responsible, general administrative work.

Certification/License: Must have a valid driver's license and be insurable by the Sault Tribe Insurance Department. Must comply with annual driver's license review and insurability standards with the Sault Tribe Insurance Department. Will be required to undergo and successfully pass a background check. Must maintain a good moral character standing. Will be required to complete and pass pre-employment drug testing.

Knowledge, Skills and Abilities:

Ability to work independently, exercise judgment, adapt to changing needs and schedules, demonstrate initiative, manage multiple projects, and reliably complete assignments required. Knowledge of principles and practices of governmental administration, organization, general accounting, program budgeting, and human resource management, supervision, research and report writing methods, including basic quantitative analysis, administration and management information systems, and modern office practices and procedures, including efficient record keeping required. Working knowledge of Microsoft Word, Excel, Access, and LAN Systems required. Knowledge of Microsoft PowerPoint, JD Edwards and OrgPlus preferred. Must have knowledge of Tribal budget process, accounting procedures, purchasing documentation, filing and archiving system, and organizational management principles and practices. Knowledge of workflow, organizational structure and operational policies and procedures required. Knowledge of Tribal programs and services, Tribal organizational structure, divisions, departments, program supervisors, staff and other appropriate contacts and access to applicable federal and state policies and regulations required. Must have experience working with Native American families. Must have comprehensive knowledge of Sault Tribe organization, policies and procedures, and effective management practices. Must be able to work independently, exercise judgment, adapt to changing needs and schedules, demonstrate initiative, manage multiple projects, and reliably complete assignments. Must have ability to analyze problems and data, and develop responsive and effective solutions. Must have knowledge of standard and required reporting formats and schedules, and ability to develop reporting templates with complex formulas and extensive narrative. Must have excellent communication skills in writing and verbal, including public speaking. Must have ability to establish and maintain effective working relationships, maintain a cooperative, productive working environment, and promote positive public relations. Must have ability to respond to difficult and stressful situations in an effective and positive manner. Knowledge of Sault Tribe human resources management policies and procedures preferred. Must be flexible and available to work various shifts, including nights, weekends and holidays. Native American preferred.