EXECUTIVE ADMINISTRATIVE ASSISTANT

Position Description

Department: Health & Human Services

Reports to (title): Director of Health & Human Services

Hours/week:

40

Job Location:

Lumbee Tribe of North Carolina

Type of Position:

Full-Time

Classification:

Non-Exempt

Effective Date:

01/2025

PERFORMANCE EXPECTATIONS

In performance of their respective tasks and duties all employees of Lumbee Tribe of North Carolina are expected to conform to the following:

Uphold all principles of confidentiality to the fullest extent.

Adhere to all professional and ethical behavior standards of the tribal government.

Interact in an honest, trustworthy, and respectful manner with employees, Tribal members, visitors, and vendors.

Participate in departmental staff meetings, quality management activities and educational programs.

Comply with Lumbee Tribe’s policies and procedures.

Maintain a current insurable driver’s license.

POSITION PURPOSE This position is a joint position among the Department of Health and Human Service (HHS), Department of Agriculture (DA) and the Office of Tribal Support Services (OTSS). These three areas work collaboratively to support effort to improve the lives and well0being of our Tribal community. All areas report to the Director of Governmental Affairs. The executive administrative assistant is a supportive force that will empower different departments. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and supporting managers. Given the dynamic nature of the director landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. While the percentage of duties will vary with critical needs, the average will be 50%, 25% and 25% HHS, DA, OTSS respectively.

ESSENTIAL DUTIES, FUNCTIONS, & RESPONSIBILITIES

Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the directors’ behalf.

Able to collaborate with diverse leaders to ensure the success of various grants.

Maintaining comprehensive and accurate records including grant awards, contracts and sub-awards.

Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.

Managing the directors’ calendars (if requested), including making appointments and prioritizing sensitive matters.

Provide and oversee administrative and office support, such as typing, spreadsheet creation, faxing, and maintenance of filing system and contacts database.

Will maintain professionalism and strict confidentiality with all materials.

Organize team communications and plan events, both internally and externally.

Performs office tasks, including maintaining records, ordering supplies, and performing basic bookkeeping.

Participate in orientation, training, and other personal and professional development related to assigned responsibilities.

Assist with the conduction of research, assemble and analyze data to prepare reports and documents.

Manage the director's travel logistics and activities, including accommodations, transportation, and meals.

Ensure attendance at all meetings designated by the Health and Human Services Director.

Perform other duties as assigned.

MINIMUM MANDATORY QUALIFICATIONS

Experience:

Administrative experience preferred.

A minimum of 5-10 years of successful experience in an executive administrative capacity is preferred.

Education:

Graduate from a four-year university program in business management or related organizational management education.

Mandatory Knowledge, Skills, Abilities, and Other Qualifications:

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Ability to function well in a high-paced and, at times, stressful environment.

Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Extremely proficient with Microsoft Office 360 or similar software and able to learn new or updated software.

A Valid NC Driver’s License is required.

WORK ENVIRONMENT

Work environment:

The work environment characteristics described here are representative to those an employee encounters while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate. Limited overnight travel may be required from time to time.

Physical demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee may be required to frequently stand, walk, sit, bend, twist, talk, hear and perform repetitive motions. There may be prolonged periods of sitting, keyboarding, reading, as well as driving or riding in transport vehicles. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with clients, vendors, and staff.

Mental demands:

There are a number of deadlines associated with this position. The employee must be able to handle frequent interruptions and must also multi-task and interact with a wider variety of people on various and, at times, complicated issues.

INDIAN PREFERENCE

The Lumbee Tribe of North Carolina has implemented an Indian Preference in Employment Policy. Pursuant to this Policy, applicants who possess the knowledge, skills, and abilities required by this position, and who are members of the Lumbee Tribe will be given primary preference for hiring and employment after providing proof of tribal membership. Indian preference is integrated into the interview and scoring process for candidates for job positions.

OTHER

Confidentiality:

All employees must uphold all principles of confidentiality to the fullest extent. This position has access to sensitive information and a breach of these principles will be grounds for immediate termination.

Background Investigation: This position is subject to a criminal history background check, and a Motor Vehicle check. Candidates must successfully pass all required background checks in order to qualify for this position.

Drug Screening:

All applicants must successfully pass a pre-employment drug screening prior to beginning employment and will be subject to random drug testing.

Disclaimer: The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed.