Executive Assistant

JOB DESCRIPTION

POSITION TITLE: Executive Assistant WORKSITE: Tule River Indian Housing Authority

• 342 North Reservation Road
• Porterville, CA 93257

GENERAL POSITION DESCRIPTION

Under the direct supervision of the Executive Director, the Executive Assistant serves as the primary administrative support professional for the Executive Director, Board of Commissioners, and Executive Leadership Team. This position is responsible for coordinating board activities, preparing agendas and meeting materials, maintaining official records, managing executive schedules, coordinating travel and conferences, and ensuring efficient administrative operations.

The Executive Assistant serves as a liaison between the Executive Director, Board of Commissioners, staff, tribal leadership, consultants, outside agencies, and community partners. This position requires a high degree of professionalism, organization, confidentiality, initiative, and independent judgment.

DUTIES AND RESPONSIBILITIES:

Executive Support

• Provide direct administrative support to the Executive Director.
• Manage calendars, appointments, meetings, and scheduling activities.
• Screen calls, visitors, correspondence, and requests for information.
• Draft correspondence, reports, memorandums, presentations, and other documents.
• Maintain confidential personnel, legal, financial, and organizational records.
• Track assignments, deadlines, and special projects.
• Assist in preparation of reports and materials for leadership meetings.
• Coordinate travel arrangements, conference registrations, lodging, transportation, and expense documentation.

Board Administration

• Serve as primary administrative liaison to the Board of Commissioners.
• Coordinate board meetings, committee meetings, workshops, and special sessions.
• Prepare board agendas, packets, resolutions, reports, and supporting documentation.
• Compile and distribute board binders and meeting materials.
• Record and prepare accurate meeting minutes.
• Maintain official board records, resolutions, motions, policies, and meeting archives.
• Track board action items and follow-up assignments.
• Coordinate board travel, conference attendance, training registrations, reimbursements, and expense reporting.
• Ensure compliance with applicable meeting notice and record retention requirements.

Administrative Operations

• Manage office filing systems, electronic records, and document retention processes.
• Receive visitors and direct them appropriately.

1. Answer telephones, route calls, and respond to general inquiries.

2. Receive, sort, and distribute incoming mail and correspondence.

3. Coordinate administrative purchasing and office supply needs.

4. Maintain office equipment and coordinate maintenance or service requests.

5. Maintain organizational charts, policy manuals, and administrative records.

6. Assist with preparation and routing of contracts, agreements, and executive documents.

7. Monitor incoming correspondence and distribute items requiring action.

8. Coordinate meetings with agencies, consultants, vendors, and tribal departments.

9. Assist with special projects, events, community meetings, and organizational initiatives.

10. Support preparation of grant, audit, procurement, compliance, and board-related documentation as assigned.

Records Management

1. Maintain official organizational records in accordance with record retention policies.

2. Organize and archive board records, legal documents, contracts, policies, and executive files.

3. Ensure sensitive information is maintained securely and confidentially.

4. Assist with public records, requests, and information gathering as directed.

Communication and Public Relations

1. Serve as a professional point of contact for board members, staff, tribal leadership, agencies, and the public.

2. Coordinate communications on behalf of the Executive Director and Board of Commissioners.

3. Assist with preparation of public notices, meeting announcements, newsletters, and community communications.

4. Maintain professional relationships with stakeholders and community partners.

5. Perform other duties as assigned.

QUALIFICATIONS:

• Associate’s degree in Business Administration, Public Administration, Office Management, Communications, or related field, preferred.
• Equivalent combination of education and experience may be considered.
• Must obtain a Tribal Administrative Assistant Certificate within one (1) year o…