Executive Administrative Assistant - Sells, AZ

PLEASE NOTE - This position may require temporarily relocation to other TONHC Facilities: Sells Hospital, Santa Rosa Health Center, San Simon Health Center, Casa Grande, and San Xavier Health Center.

Position Summary

Under limited supervision, provides timely administrative support and performs a variety of administrative, fiscal, and supervisory duties. Coordinates, oversees, and executes multiple tasks and projects while ensuring efficient office operations. Serves as the primary operational and administrative point of contact, independently managing complex, sensitive, and confidential matters while ensuring effective coordination and communication.

This position operates with considerable independence and is accountable for achieving desired outcomes in support of departmental goals. The incumbent exercises judgment in setting priorities, managing workload, and coordinating projects while ensuring compliance with organizational policies and procedures.

Essential Duties and Responsibilities

• Provide high-level administrative and operational support to leadership, ensuring the efficient execution of departmental priorities and initiatives.
• Lead the planning, coordination, and execution of meetings, conferences, special events, and strategic projects.
• Prepare, review, and maintain official agendas, notices, minutes, reports, presentations, and other executive level communications.
• Serve as the primary liaison among leadership, staff, external partners, agencies, and stakeholders, facilitating effective communication and collaboration.
• Coordinate executive calendars, schedules, travel arrangements, and related logistics.
• Oversee the management, retention, and disposition of official records, archives, and confidential documents in accordance with organizational requirements.
• Research, analyze, and compile information from multiple sources to prepare reports, recommendations, and responses to inquiries.
• Support leadership in developing, implementing, and monitoring organizational programs, projects, and operational initiatives.
• Prepare and monitor budgets, maintain financial records, and process purchasing, accounts payable, travel, and other fiscal transactions.
• Utilize business software applications, databases, spreadsheets, and virtual collaboration platforms to support operational efficiency and reporting.
• Draft, edit, and coordinate the distribution of correspondence, policies, reports, and other administrative documentation.
• Coordinate and oversee the work of administrative support staff, including training, work assignments, and performance monitoring.
• Monitor timekeeping and attendance processes to ensure compliance with organizational requirements and payroll deadlines.
• Identify opportunities for process improvement and implement solutions to enhance operational effectiveness and customer service.
• Handle sensitive, confidential, and complex matters with discretion, professionalism, and sound judgment.
• Maintain effective working relationships with internal and external stakeholders while providing exceptional customer service.
• Participate in professional development activities to maintain current knowledge of administrative, operational, and organizational best practices.
• Contribute to organizational success by performing other related duties and special assignments as required

Knowledge, Skills, and Abilities

• Knowledge of Tohono O'odham culture, customs, traditions, and governmental structure.
• Knowledge of applicable federal, state, tribal, and local laws, regulations, policies, and procedures.
• Knowledge of office administration, records management, budgeting, accounting principles, and administrative operations.
• Knowledge of archiving, records retention, and document management principles and processes.
• Knowledge of current and emerging technologies, software applications, and best practices relevant to administrative and operational support.
• Skill in budget preparation, fiscal monitoring, and financial recordkeeping.
• Skill in supervising, training, mentoring, and evaluating staff.
• Skill in using Microsoft Office Suite, databases, virtual collaboration platforms, and related business technologies.
• Skill in project coordination, research, problem-solving, organization, and prioritization of multiple assignments.
• Skill in providing exceptional customer service to internal and external stakeholders.
• Skill in preparing, reviewing, and editing reports, correspondence, presentations, and other professional documents.
• Skill in verbal and written communication, including the ability to convey information clearly and professionally.
• Ability to establish and maintain effective working relationships with elected officials, leadership, employees, external agencies, and the public.
• Ability to maintain privileged, sensitive, and confidential information with discretion and professionalism.
• Ability to exercise sound judgment and make administrative and procedural decisions on sensitive and complex matters.
• Ability to gather, analyze, and interpret information and prepare accurate reports and recommendations.
• Ability to develop, maintain, and oversee records management and filing systems.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing operational needs.
• Ability to work independently with minimal supervision and exercise initiative in carrying out assigned responsibilities.
• Ability to work extended hours and flexible schedules as needed.
• Ability to travel within and outside the boundaries of the Tohono O'odham Nation.

Minimum Qualifications

• Associate's Degree in Business Administration, Public Administration, or a related field and five (5) years of progressively responsible administrative experience, including direct support to senior executives or leadership; or an equivalent combination of education, training, and experience.
• Two (2) years of supervisory or lead work experience.

Licenses, Certifications, Special Requirements

• Must type 50 WPM.
• Must demonstrate seventy percent proficiency in grammar, spelling, and math.
• Must obtain an Arizona Notary Public Commission certificate within one year of hire.
• Must obtain a HIPAA Certification within six months of hire.
• Upon recommendation for hire, a criminal background and a National FBI fingerprint check are required to determine suitability for employment, including a 39-month driving record.
• May require possessing and maintaining a valid driver's license (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham language and English as a condition of employment.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit; walk; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and move up to 20 pounds.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive