Executive Assistant/Policy Coordinator

Indian Pueblo Cultural Center
US - New Mexico - Albuquerque
January 5, 2025

Position Summary:

Under the direct supervision of the Executive Director, performs, coordinates, and oversees technical and office administrative duties in support of the All Pueblo Council of the Governors (APCG) team, including the provision of varied and complex office duties. Maintain confidentiality of all privileged intormation.

This list of duties and responsibilities outlines the primary work to be carried out by this

position and is not all-inclusive.

Primary Responsibilities:Essential Duties & Responsibilities:

Represents the APCG team to the public, businesses, and other agencies at their request.
Develops and recommends office procedures and systems. Ensures smooth office operations.
Researches and analyzes administrative projects for the Executive Director. Prepares first draft reports.
Develops and prepares presentations and reports for the Executive Director.
Advises others on the Executive team's views on policies and procedures.
Independently responds to letters and general correspondence for the Executive Director.
Answers incoming telephone calls, determines the purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
Screens incoming calls and correspondence; exercises judgment and responds accordingly.
Records and delivers messages or transfers calls to voice mail when appropriate.
Welcomes visitors, determines the nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
Maintains Executive Director's calendars and appointments; schedules appointments for Executive Director; coordinates and arranges meetings, conferences, programs, and other events.
Arranges travel, prepares, and submits travel-related documents, and maintains travel information for staff, as necessary.
Processes account payable, purchasing and travel documents.
Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction for staff as requested.
Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
Prepares and issues receipts for payments.
Establishes and maintains an effective filing and retrieval system for highly confidential files and records.
Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
Photocopies, collates, distributes, and files documents.
Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
Maintains inventory of office supplies.
Receives, sorts, logs, and routes mail.
Attends meetings and takes minutes as requested.
Coordinates usage of conference rooms; ensures the conference room is ready for use.
Coordinates meals and refreshments when required.
Contributes to a team effort and accomplishes related results as required.
Performs other duties as required.

Minimum Qualifications:

Associate's degree and five years progressive administrative or secretarial experience; or equivalent combination of education and experience. Must be able to type at least 60 wpm and demonstrate proficiency in grammar, spelling, math, and filing. Current valid New Mexico Driver's License. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation. Native American preference will be given.

Knowledge, Abilities, Skills, and Certifications:

Knowledge of traditional forms of government and pueblo customs and traditions.
Knowledge of supervisor's job and methods of work.
Knowledge of company procedures and staff at all levels of the organization.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
Knowledge of records management and basic accounting procedures.
Ability to communicate effectively in the English language, both verbally and in writing.
Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
Ability to represent the Board of Directors and CEO and the Indian Pueblo Cultural Center in a professional manner.
Ability to maintain confidentiality.
Ability to handle multiple tasks and meet deadlines.
Ability to carry out instructions furnished in verbal or written format.
Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.

Read the full job description and apply online on the recuiter's web-site

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