The Executive Assistant, under the direction of the Board of Directors Office Administrator, is responsible for performing administrative and clerical functions to maintain and coordinate the day-to-day operations of the Board of Directors Office. The position serves as the primary point of contact for all internal matters pertaining to the offices of the Board of Directors and subsequent committees.

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

• Assists the Board of Directors Office Administrator with Board of Directors meetings and workshops, in working with Executive Directors, Program Directors, Casino and Enterprise Managers, and outside clients/agencies to prepare resolutions and agendas.
• Facilitates assigned committee meetings, including Conservation, Tribal Election, Cultural, JKL Fiduciary, Enrollment, Economic Development Corporation, Dress Down Fund, and 2020 Decree.
• Plans and prepares, coordinates committee meetings, prepares agendas, attends, records, and transcribes minutes at all committee meetings.
• Performs highly sensitive and confidential Tribal Election Committee duties, including coordinating elections with designated offices within the 7-county service area, preparing and receiving candidates' packets, preparing candidate financials for the election committee, assisting with voter registration, working with the federal government and U.S. Post Office, receiving election contest/complaints, and other duties, as needed.
• Performs Dress Down Funds Committee duties, including interviewing tribal members and/or tribal employees either in-person or by telephone, who are seeking emergency needs funding; determining if needs meet eligibility requirements; confirming tribal membership/employment; researching and verifying emergency and grant initial approval; obtaining required votes from Dress Down Fund Committee for final approval; and processing disbursement vouchers for payments.
• Transfers board of director audio recordings to digital format.
• Archives and maintains printed and digital media records for the Board of Directors. Develops and maintains database system for BOD resolutions. Scans and indexes resolutions for ease and accuracy of retrieval. Researches and locates resolutions, as requested for amendments or review.
• Develops and maintains a variety of financial reports related to the Board of Directors and each of the following committees: Conservation, Tribal Election, Cultural, JKL Fiduciary, Enrollment, Economic Development Corporation, Dress Down Fund, and 2020 Decree.
• Assists Board of Directors Office Administrator with preparing budgets for the Board of Directors Office, Chairperson's Office, Tribal Elections, Tribal Referendums, and Special Events.
• Prepares and reviews reports, memos, letters, and other documents using word processing, spreadsheet, and database and/or presentation software.
• Prepares and processes all disbursement vouchers and Inter-Tribal Payments for the Board of Directors, and assigned committees, including Conservation, Tribal Election, Cultural, JKL Fiduciary, Enrollment, Economic Development Corporation, Dress Down Fund and 2020 Decree, and maintains a database of payments.
• Coordinates travel arrangements for the Chairperson, Board of Directors, and members of assigned committees, including Conservation, Tribal Election, Cultural, JKL Fiduciary, Enrollment, Economic Development Corporation, Dress Down Fund, and 2020 Decree, and when required, assigned casino team members, to and from meetings, training, and conferences. Directs Travel Coordinator to make flight and hotel arrangements to ensure that travel arrangements have been satisfactorily completed. Compiles information on destination, dates, purpose, registration fees, etc. Calculates per diem, mileage, etc., and prepares disbursement vouchers for travel advances. Reconciles advances upon return.
• Researches, compiles, and maintains a list of inactive board members, who qualify for retirement. Researches and determines eligibility for BOD retirement and survivorship to heirs. Prepares monthly retirement disbursement vouchers for check processing at Accounting, receives retirement checks from Accounting, and mails the checks to retired board members.
• In the absence of the Board of Directors Office Administrator, maintains implementation of Chapter 15, Tribal Freedom of Information Ordinance, by receiving Freedom of Information Act (FOIA) requests, forwarding requests to the legal department for determination of action, and releasing information as instructed. To charge, collect, and process deposits for FIOA fees.
• In the absence of the Board of Directors Office Administrator, maintains implementation of Chapter 85, Tribal Tort Claims Ordinance, by receiving notifications of claims against Sault Tribe, sends documents to the Insurance Department, and sends a first-page copy to General Counsel and CFO.

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

• Assists Chairperson, Cultural Department, and COO of Kewadin Casino, and assigned department managers with the development, coordination, and planning of special projects, i.e. installation of Officers, Government-to-Government meetings, etc.
• Provides backup coverage for Tribal Administration Reception, including answering and routing calls on the main telephone system and greeting visitors, handling their inquiries, and/or directing them to the appropriate department and/or persons to address their concerns.
• All other job-related duties as assigned.

CONTACTS:
Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, executives, Board of Directors, customers, outside vendors/service providers, and Federal, State, and Tribal representatives.
PHYSICAL REQUIREMENTS:
Position sedentary primarily sitting/lifting a maximum of 10 pounds. Physical factors include constant sitting, use of hearing, typing; frequent use of smell, near/midrange/far vision, depth perception, color/field of vision and driving; occasional standing, walking, carrying/lifting, pushing/pulling, climbing, stooping, kneeling, reaching, manual handling, travel in the 7 county service area, and bending. Working conditions include frequent exposure to air quality and occasional exposure to weather, extreme cold, and noise and vibration. Potential hazards include constant computer use and occasional exposure to moving mechanical parts, electric shock, chemicals, insecticides/pesticides, infectious exposure, and client contact and equipment use.
REQUIREMENTS:
Education: High School diploma or equivalent is required. Associate's Degree in Office or Business Administration or three years of demonstrated ability in related work experience may be considered in lieu of degree.
Experience: A minimum of 7 years of general office administrative experience required in addition to above stated degree requirements.
Certification/License: Notary Public required within 60 days of hire. Must be bondable. 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 complete and pass pre-employment drug testing.
Knowledge, Skills, and Abilities: Must possess extensive knowledge of Tribal policies and procedures for government, enterprise, and casino. Must possess a high level of knowledge of culture and traditions. Must have knowledge of clerical procedures and systems. Must have working knowledge and be able to use office machines, such as calculator, copier, fax, printer, and computer. Knowledge of and ability to use word processing and spreadsheet and database software required. Must be able to work with minimal to no supervision. Must maintain confidentiality. Must have excellent communication skills and be able to communicate clearly in person, in writing, and by telephone. Must be able to work in high-stress environments and handle difficult situations. Must have excellent organizational skills for organizing work, prioritizing tasks, and managing time. Native American preferred.