Executive Assistant

Job Code:  43-6011

Salary: $48,401.60 - $74,256.00

Status:  Full-Time, Permanent, Exempt

Department:  Finance Office

Location: Ionkwakiohkwaro:ron

Reports To: Chief Financial Officer

Telecommute: Yes

Fleet: No

Mandated Reporter: No

Background Check: Standard

SUMMARY:  The Executive Assistant provides high-level administrative and operational support to the Chief Financial Officer and the Finance Office of the Saint Regis Mohawk Tribe. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as a key liaison, ensuring smooth communication, efficient workflow, and professional representation of the Finance office. The position also requires strict adherence to confidential information, and deadlines, ensuring timely completion of reports, projects, and administrative tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: 

• Serve as a liaison between executives and internal/external stakeholders, fostering positive relationships and facilitating effective communication.
• Perform general office duties, including records management, document retention, scanning, filing, and database maintenance.
• Attend meetings, record minutes, and distribute summaries to staff in attendance
• Manage the CFO and A/CFO’s calendar, schedule meetings, and coordinate logistics to optimize time and priorities
• Review documents for proper formatting, grammar, completeness, and compliance with organizational standards.
• Exercises sound judgement in addressing staff inquiries and directing issues to appropriate personnel
• Assists the Chief Financial Officer in coordinating departmental daily activities as well as annual audits to ensure commitments and deadlines are met.
• Support special projects and initiatives led by the Finance Office, including cross-departmental collaboration
• Prepare and maintain electronic requisitions and contracts for the Finance Office
• Coordinate and reconcile executive travel arrangements in compliance with SRMT policies
• Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software
• Monitor and route internal documents for approval, ensuring timely processing and compliance
• Coordinate with internal staff to complete the Finance Section of the Annual report
• Assists and coordinates audit requests for the annual finance statement and single audit, and uploads documents to the audit portal
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, staff development days, and other meetings.
• Handle sensitive financial and personal information with strict confidentiality and adherence to Tribal and Federal regulations
• Answer phone calls and direct calls to appropriate parties or take messages.
• Exhibit a helpful and courteous manner when dealing with co-workers and community members.
• Promote a positive image of the Saint Regis Mohawk Tribe through professional interactions with employees, community members, and external stakeholders.
• Perform other related duties as assigned.

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information and financial data maintained within Finance, must maintain strict confidentiality at all times.

EDUCATION and/or EXPERIENCE: A bachelor’s degree in business administration/ accounting, or a closely related field required. Two (2) years of progressively responsible executive administrative support experience 

OR, An Associates Degree with a minimum of four (4) years’ administrative experience 

OR, a Highschool diploma with Six (6) years of related experience in an Executive Administrative support role. 

OTHER SKILLS and ABILITIES: Strong oral and written communication skills required. Must be proficient in Microsoft Office, including Excel formulas, pivot tables and financial reporting tools,   and experience with varying databases. Must be able to work in a fast-paced environment and have the ability to meet deadlines in a tight timeframe. Computer testing in the applicable skills may be a requirement during the interview process. Must present strong project management and organizational skills. Ability to exercise independent judgment and discretion with highly confidential information. Knowledge of Tribal government operations, grants management, and governmental accounting principles preferred. 

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job-related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant. 

The successful candidate must pass a test for illegal substances and a criminal background check prior to employment being confirmed.