Executive Administrative Assistant

In order to be considered for any vacancy within the Kickapoo Traditional Tribe of Texas, an application must be completed. If you are among the qualified candidates, you will receive a call or email from one of our coordinators to schedule an interview. Once your application is completed, please send it to the Human Resources Department at HR@ktttribe.org.

Position:                              Executive Administrative Assistant                      

Supervisor:                         Tribal Education Administrator     

Division:                              Tribal Education Administration   

Department:                        Tribal Education

Responsibilities:

The Executive Administrative Assistant responsible for managing the schedule and communications of the Division Administrator. Duties include but not limited to prioritizing emails, phone calls, gathering documents to prepare for meetings, conferences, and appointments, relays appropriate information to callers, trouble shoots office and departmental concerns, takes notes and otherwise relieves the KTTT Tribal Education Administrator (KTEA) of clerical work and day to day administrative and office operation detail by performing duties outlined.

Essential Duties and responsibilities include the following:

• Compile data and prepare reports for review, consideration, and presentations.
• Manage the office clerical and reception staff.
• Assist campus leadership with data and file review- as assigned by KTEA during high volume and traffic enrollment periods.
• Coordinates internal department correspondence, works independently on special and ongoing projects.
• Ensures the Education Administration inventory, office supplies, and purchasing needs are up to date, orders and tracked, ordered and received in a timely manner.
• Acts as point of contact at the request of KTEA which will include: planning and coordinating presentations; distributing information or coordinating mail outs to departments, business entities and employees.
• Provides a bridge for smooth communication between the Tribal Education Administrator’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with the KTTT Executive Leadership Team and the division’s Leadership Team, and other stakeholders act as a liaison between KTTT Accounting and of KTEA office- as assigned.
• Maintain central office record and tracking system for center/program approvals, denials, and official communications files- scanned digital and print copy.
• Assist with review of service charges, contracts, invoices, and billing and identifies discrepancies to address with Tribal Education Administrator or designee.
• Delivers time sheets and other administration related documentation to designees
• Responsible for pre-screening all communications, correspondence, and documentation prior to facilitating Tribal Education Administrator review and approval.
• Responsible for providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf.
• Respond to all employee, or other inquiries in a professional and courteous manner within 24 hours of receiving the call.
• Organize meetings, including scheduling, sending reminders, and organizing catering or meals when necessary.
• Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Ensure central management documentation is prepared accurately and according to KTTT and KTEA policy.
• Ensure Tribal education administrator has reviewed all documents, contracts, and accounting documentation prior to requesting signatures all signatures are in place.
• Support and/or arrange/ re-schedule/ or cancel meetings, conferences training and travel, including preparing meeting agendas, PowerPoint presentations, and meeting reports for department.
• Follow-up on directives, assignments and deadlines assigned to various directors by division administrator.
• Work with leadership on center monitoring, reporting, and tracking for Central Office Strategic Projects.
• Serve as secondary user for recruitment software; as assigned by HR.
• Coordinate on-site applicant reviews and pre-screening efforts for interview candidates, and coordinate schedules with KTTT HR.
• Researches, prioritize, and follows up on incoming issues and concerns addressed to the Tribal Education Administrator, including but; not limited to those of a sensitive, time sensitive and/ or confidential nature. Determines appropriate course of action, referral, or response.
• Create and maintain confidential staff files- as assigned.
• Oversee and coordinate special projects for the KTEA.
• Receive and screen executive-level telephone calls that will include the need to transmit confidential information. Transmit accurate, and timely messages, follow up with all requested communications.
• Manage, facilitate, and track the upkeep of all central office supplies, files, resources, and other systems to ensure quality operations within the tribal education central office.
• Manage internal communications for Tribal Education Administrator related to Site based Directors and staff as needed.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently.
• Responsible for filing active and inactive employee documents and files
• Ability to manage, coordinate, and follow up with the district calendar and schedule of appointments.
• Ensure the timely scheduling of meetings, facilities, and follow up appointments.
• Oversee, coordinate, maintain, and/or processes budgetary items and reimbursements.
• Maintain school-wide calendar, appointment schedules and any other form of calendars for department head.
• Manage calendars using Outlook, manage, review and flag email correspondence, assist with replying to email communications – as assigned.
• Maintain confidentiality, ensure files are locked and documents are covered/ protected.
• Attend training deemed necessary by supervisor.
• Performs typing and transcription duties as required.
• Take and prepare meeting notes and minutes.
• Keep file and record of various reporting departments, operational policies and procedures, budgets, and other confidential documents as established by supervisor(s).
• Ensure to remain up to date, and thorough understanding of KTEA operations, centers, reporting deadlines, grants, programs, policies and procedures.
• Prepared to draft/assemble presentations from beginning to end. This should include, but not be limited to, requesting materials from a variety of sources (employees/various business units), ensuring that all information is submitted in a timely fashion, and pulling together a draft presentation for the Tribal Education Administrator’s review.
• Use excellent written and oral communication skills, in a professional manner, throughout all levels of the organization and when interacting with visitors, customers, suppliers, etc.
• Perform other work-related duties assigned by KTTT Tribal Education Administrator.

Knowledge, skills and abilities for the position:

• Requires initiative, judgement, independent decision making and guest services skills. Must project warmth and enthusiasm toward internal and external visitors. Must be a proactive member of the team by taking initiative and follow up.
• Ability to maintain flexible working attitude, while performing job duties in stressful situations or handling complex communication.
• Must be able to professionally handle sensitive information and maintain confidentiality.
• Ability to work flexible schedule including extended evenings, possible nights, weekends, and holidays.
• Must be able to type a minimum of 55 words per minute.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, members of executive and directorial leadership team, external partners and Expert level written and verbal communication skills.
• Demonstrate pro-active approaches to problem-solving with strong decision-making capability.
• Resourceful team player, with the ability to also be extremely effective independently.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, seeks opportunities and proposes solutions.
• Ability to self-start.
• Ability to critically think problem solve, research, and independently learn how to complete unfamiliar tasks, while seeking peer support when necessary, and then determine when there is a need to request supervisor direct support.
• Able to take initiative, delegate, and maintain strong professional boundaries with other division leadership.
• Able to communicate, directly and respectfully while chasing multiple deadlines for various programs.
• Experience and interest in customer services, student education, administrative and office coordination.
• Design – Generates creative solutions; Demonstrates attention to detail.
• Problem Solving – Identifies and resolves problems in a timely manner; Develops alternative solutions; Work well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; shares expertise with others.
• Mathematical Skills – Ability to add, subtracts, multiply and divides in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Language Skills – Ability to read and comprehend simple instructions, short correspondence and memos; ability to write simple correspondence; ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• Reasoning Ability – Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form; ability to deal with problems involving several concrete variables in standardized situations.
• Language & Communication: Ability to read, write, speak and understand English, and communicate effectively with others.
• Must have excellent communication skills, written, verbal, and/other.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
• Ability to take initiative, work independently and assume responsibility to prioritize multiple tasks, deal with urgent matters and work under tight deadlines
• Ability to understand and follow written and verbal direction.
• Attention to detail and accuracy.
• Ability to manage and maintain security of confidential data and information.
• Ability to exercise independent and sound judgment.
• Cultural awareness of and sensitivity to Kickapoo traditions, religious beliefs and way of life.
• Must be capable of using personal computer, calculator, phone, copy, scan, and fax machine.
• Must be honest, trustworthy and maintain confidentiality of personnel and client records.
• Must be able to comply with strict adherence to KTTT and Federal Confidentiality Regulations and maintain client confidentiality.
• Must be dependable and reliable.

Supervision exercised:

This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

Education/experience requirements:

Minimum Qualifications: High school diploma or graduation equivalent diploma.

A minimum of 5 years of experience in supervisory or office management.

Preferred Qualifications: Bachelor’s Degree in Education, Child Development, Business, Management, ELA, Social Science or related field or Last year of University and/or over 120 hours of college level course work; and

1-2 years’ Experience in management/supervision with an exemplary record working in a fast-paced office environment and Two years clerical/ administrative project management within grants, executive administration, education central office or human resources.

Preferred and/or equivalent combination of education and experience.