Executive assistant

SCOPE OF WORK:

The Executive Assistant provides advanced administrative, organizational, and financial support to the Chief Financial Officer (CFO) and the Finance Office. This position is responsible for managing a broad range of administrative and finance-related functions, requiring a high degree of organization, accuracy, confidentiality, initiative, and sound judgment. This position supports the daily operations of the Finance Office by coordinating executive administrative functions, assisting with financial reporting and documentation, coordinating budget-related activities, and maintaining financial and administrative records. The Executive Assistant must be capable of managing a large and continuous volume of work, balancing multiple assignments, prioritizing competing demands, and meeting established deadlines.

KEY DUTIES & RESPONSIBILITIES:

• Provide high-level administrative support to the Chief Financial Officer (CFO), including drafting, editing, and preparing reports, memorandums, correspondence, contracts, presentations, and other financial documents. Manage a high volume of emails, communications, appointments, and competing priorities.
• Process, organize, and maintain confidential and sensitive financial information, exercising discretion, accuracy, and sound judgment in handling financial records and correspondence.
• Monitor assigned bank account balances and service fees, prepare quarterly bank loan calculations, and compile financial reporting documentation required under loan agreements and other reporting requirements.
• Assist with credit card reconciliations, monitor monthly utility expenses, and prepare WAPA payments for processing while maintaining accurate expenditure records and supporting documentation.
• Manage and monitor approved contract-for-services agreements and maintain organized electronic and hard-copy records relating to contracts, financial expenditures, WAPA payments, and client information.
• Coordinate meetings, prepare agendas and supporting materials, schedule appointments and conference calls, record meeting minutes, and track follow-up action items. Assist with scheduling annual budget meetings and preparing financial information and presentation materials.
• Research, gather, and compile financial data and information for reports and special assignments. Effectively manage a high volume of work, prioritize multiple assignments, monitor deadlines, and ensure timely completion of responsibilities.

PREFERRED QUALIFICATIONS:

• Associates Degree in Business Administration, Accounting, or related field. Will consider High School Diploma with relevant experience.

SHIFT:

Monday through Friday, 8:00 AM – 4:30 PM

TESTING AND BACKGROUND REQUIREMENTS:

Subject to pre-employment, post-accident, and reasonable suspicion drug and alcohol testing.

Tribal, State, and Federal background investigation.

HIRING PREFERENCES:

Qualified applicants who are enrolled members of a federally recognized Tribe will receive Native American preference.

Qualified applicants will receive Veteran’s Preference with submission of proof of honorable military service (e.g., DD-214).