Sr Administrative Assistant

Under the direction of the Executive Administrative Manager in the Office of the Tribal Secretary (OTS), the Senior Administrative Assistant – OTS provides advanced administrative support to Business Committee members, Deputy Chiefs of Staff, and Executive Assistants while maintaining professionalism and discretion. The Senior Administrative Assistant – OTS uses independent judgement, organization, and proficiency of confidential administrative assignments to accomplish a variety of significant and complex administrative office tasks requiring sensitivity, initiative, and creativity. Additionally, the Senior Administrative Assistant – OTS provides support where needed in the Office of the Tribal Secretary.

Essential Duties & Responsibilities

• Manages specific Business Committee member’s calendar(s), scheduling appointments as appropriate, organizing programs, coordinating participation in events and/or conferences, arranging for facilities and catering, and issuing information and invitations.
• Supports administrative duties in the Office of the Tribal Secretary. This includes but not limited to imaging confidential tribal documents, inputting invoices into Lawson, and ordering office supplies for the department and the Business Committee.
• Creates and prepares correspondence including memorandums, agendas, reports, letters, forms, and presentations; and manages confidential and time sensitive information expeditiously.
• Prepares meeting packages by developing the agenda, copying, and collating action items and support materials, coordinating in-person presentations, and uploading the documents for electronic presentation.
• Generates and analyzes financial information and reports; Prepares and maintains spreadsheets, databases, reports, and statistical information. Processes expense reports, check requests and purchase orders.
• Processes, files, and tracks documents for direct reports, e.g., expense reports, check requests, travel authorizations, HR/payroll paperwork (vacation, jury duty, sick leave requests, etc.)
• Creates and maintains filing system(s) and organized storage of meeting documents on an ongoing basis.
• Assists in meeting set up by ensuring all documents are printed and provided to Business Committee members and ensures all lunch orders are obtained.
• Administers company credit cards; performs monthly reconciliation of company credit cards statements as needed for Business Committee Members.
• Obtains appropriate signatures on all approved contracts and distributes to the appropriate parties.
• Performs other duties as assigned to support the efficient operation of the department.

Education/Experience/Qualifications

• High School Diploma or GED required; some college course work in Business preferred.
• Minimum of five (5) years of experience working as a Senior or Executive level Administrative Assistant required.
• Proficiency in Microsoft Word, Excel and Power Point required.
• Proven ability to multi-task and meet tight deadlines.
• Fast learner, detail oriented and self-starter.
• Cross trains with other OTS Administrative personnel when needed.
• Must be able to maintain confidentiality when working with private information such as social security numbers, credit card information, personal data or financial data from colleagues, personnel, or customers.

Certificates/Licenses/Registrations

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
• A qualified candidate/employee must have a valid driver’s license with an acceptable driving record as determined by the Company’s insurance carrier.
• Notary Public Commission certification required and/or the ability to obtain and renew a Notary Public Commission.

San Manuel Band of Mission Indians will make reasonable accommodations in compliance with applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!

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