Executive Assistant

POSITION SUMMARY

The Executive Assistant to the Executive Director at the Shingle Springs Band of Miwok Indians Health and Wellness Center (SSRHWC) provides high-level administrative support to the Executive Director. This position involves managing schedules, preparing reports, handling correspondence, and performing various administrative tasks to ensure smooth operations within the Health and Wellness Center.

ESSENTIAL FUNCTIONS

1. Administrative Support: Provide comprehensive administrative assistance to the Executive Director, including managing calendars, scheduling meetings, and organizing travel arrangements.


2. Communication: Serve as a point of contact between the Executive Director and internal/external stakeholders. Handle incoming communications and route them appropriately.


3. Document Management: Prepare, review, and distribute reports, presentations, and other documents as needed. Ensure all documents are accurately maintained and filed.


4. Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.


5. Health Board Meetings: Prepare for and attend Health Board meetings twice per month. This includes coordinating meeting logistics, preparing and distributing materials, and following up on action items.


6. Financial Support: Assist in preparing budgets, financial reports, and expense tracking. Ensure accurate and timely processing of invoices and reimbursements.


7. Project Assistance: Support the Executive Director in executing strategic initiatives and special projects. Track progress and provide regular updates.


8. Confidentiality: Maintain the highest level of confidentiality regarding sensitive information and matters.


9. Office Management: Oversee office supplies and equipment, ensuring an efficient and well-organized work environment.


10. Additional Duties: Perform other duties as assigned to support the Executive Director and the Health and Wellness Center.

MINIMUM QUALIFICATIONS

1. Bachelor’s degree in business administration, Health Administration, or a related field, or the equivalent of experience and education to fulfill the duties of the job.


2. Minimum of 5 years of experience in an administrative role, with at least 2 years’ experience at the Executive Assistant level.


3. Strong organizational and time-management skills.


4. Excellent verbal and written communication skills.


5. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


6. Ability to handle multiple tasks and prioritize effectively.


7. Strong attention to detail and accuracy.


8. Ability to maintain a high level of confidentiality.


9. Post job offer: CPR/BLS certification, TB test, and annual flu shot (during flu season) are required as a condition of employment unless a medical/religious accommodation request is provided. Hepatitis B Vaccine will be offered at no cost to employees but is not required.

PREFERRED QUALIFICATIONS

1. Experience working in a healthcare setting strongly preferred.

NATIVE PREFERENCE

Preference in hiring is given to either the most qualified applicant or a Native American candidate who meets the minimum qualifications. When two (2) or more Native American candidates have comparable qualifications, the following order of preference shall apply: (1) Members of Shingle Springs Band of Miwok Indians; (2) Spouses or domestic partners (certified through Tribal Court) of members of Shingle Springs Band of Miwok Indians; (3) Parents of children of the Shingle Springs Band of Miwok Indians; (4) All other documented Native Americans; (5) All other applicants in accordance with Title 25, U.S. Code, Section 472 and 473. Applicants claiming Native preference must submit verification of Indian eligibility.