Executive Assistant

The Executive Assistant (EA) maintains a high level of trust supporting the leadership and management duties of the Executive Director (ED). The EA is often a primary point of contact for internal and external constituencies which requires diplomacy in maintaining positive relations. The EA fulfills a variety of administrative, communication, and logistical tasks such as managing calendars; coordinating processes and materials requiring the ED’s attention; composing or reviewing correspondences; completing authorization and expense reports; and arranging travel, itineraries, and agendas. The EA supervises other members of the Office of the ED’s (OED) administrative team and assures coordination and collaboration with the administrative staff in other departments. The position requires discretion when encountering sensitive issues involving negotiations, and employee or legal matters. This is a hybrid position with responsiveness to accommodate ED’s schedule. Responsibilities

Performs administrative duties such as routing information; maintaining calendars; initiating and following through on purchases and settlements; organizing meetings and events; note taking; coordinating travel and meeting requests; screening visitors, mail, email, and phone calls; reviewing and coordinating documents for signature; producing information by transcribing, editing, copying, and transmitting. Serves as the ED’s trustworthy aide and confidential assistant by managing and safeguarding conversations, correspondences, and documents that could impact the liability and reputation of the organization. Assists ED in hosting in-person and virtual meetings, taking notes and distributing information and tasks for follow up to appropriate staff. Represents the organization and ED with diplomacy and often serves as the first point of contact. Supervises the front office coordinator and assists in the coordination and oversight of administrative and operation support staff. Assures coordination and collaboration with the administrative staff in other departments regarding communal administrative functions such as reception backup, meeting coordination, and other shared responsibilities. Manages inquiries and supports the ED in establishing priorities for communication, coordination, and collaboration internally and externally. Manages the ED’s calendar and optimizes the ED’s time by efficiently planning and scheduling meetings, conferences, calls, and travel. Assists ED in monitoring time and commitments daily and weekly and promptly make and communicate adjustments as needed. Monitors and manages the ED’s email inbox daily, ensuring important messages are tracked, flagged, prioritized, and responded to in a timely manner. Maintains a comprehensive understanding of the ED’s priorities, communication style, and organizational goals to effectively filter and respond to emails. Coordinates with internal staff and external partners to gather necessary information or responses. Creates and manages a system for tracking high-priority and time-sensitive emails. Reviews correspondences and reports for accuracy, form, and completion; prepares correspondences independently and through the guidance of the ED. Develops and maintains a filing system for the OED; maintains records and locates documents. Researches and compiles information as requested. Assists in preparing and monitoring the annual budget and strategic work plan; leads assigned strategic activities and projects as outlined in strategic work plans; oversees the administrative services budget; monitors and makes budget recommendations. Online applications are preferred, however if circumstances prevent an applicant from completing an online application or require help with an electronic application, email jobs@critfc.org for assistance. Hiring preference: CRITFC implements a tribal preference policy and encourages citizens and descendants of our member tribes (Nez Perce, Umatilla, Warm Springs and Yakama) and other federally recognized tribes to apply. CRITFC is committed to building a culturally inclusive community and a work environment that respects and inspires every person. Members of historically marginalized groups including women, people of color, those with disabilities, members of the LGBTQ+ community, those who have served in the military, and members of other underrepresented communities are invited to apply. CRITFC will consider non-citizen applicants who are authorized to work in the U.S. If not authorized to work in the U.S., CRITFC will provide reasonable support and accommodations to the candidate in obtaining U.S. work authorization. With the exception of certain employer required costs, CRITFC will not pay for costs related to applicant’s legal representation, filings for work authorization or immigration, or other costs related to obtaining work authorization. *Please note: the term “Commission” as used in this description refers to CRITFC’s governing body. CRITFC is a tribal organization that is wholly owned and governed by the Nez Perce Tribe, the Confederated Tribes of the Umatilla Indian Reservation, The Confederated Tribes of the Warm Springs Reservation of Oregon, and the Confederated Tribes and Bands of the Yakama Nation. As a tribal organization, CRITFC is subject to a unique blend of policies and laws.

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