Administrative Assistant

POSITION TITLE: Administrative Assistant PROGRAM: Cheyenne and Arapaho Productions DEPARTMENT: Education LOCATION: Concho, Oklahoma STATUS: Full Time, Permanent REPORTS TO: Director of C&A Production ISSUE DATE: September 21, 2026 OPEN UNTIL FILLED GENERAL DESCRIPTION Under the direct supervision of the Director of Production, the Administrative Assistant provides administrative and operational support to Cheyenne and Arapaho Productions. The position coordinates office activities, scheduling, records, purchasing, inventory, financial administration, and communications while providing professional customer service to Tribal members, employees, vendors, production clients, and the general public. The successful candidate must be organized, dependable, detail-oriented, able to manage multiple priorities, and capable of working independently with limited supervision in a fast-paced media and production environment. The position requires discretion and confidentiality when handling Tribal, financial, personnel, production, and other sensitive information. DUTIES AND RESPONSIBILITIES Administrative & Office Support · Provide administrative support to the Director of · Production and program staff. · Manage office correspondence, filing systems, records, supplies, and general office procedures. · Answer telephone calls, greet visitors, respond to inquiries, take messages, and direct individuals to the appropriate personnel. · Maintain calendars, schedules, appointments, meetings, and production-related activities. · Prepare, organize, proofread, and distribute correspondence, reports, forms, and other documents. · Coordinate activities with Tribal departments, programs, vendors, clients, and other internal and external contacts. Production & Program Support · Provide administrative support for television, video, studio, community, and other production activities. · Receive and review production requests and related documentation for completeness. · Assist with scheduling, production paperwork, meeting preparation, events, and other program activities. · Assist with the administrative coordination of Tribal and community meetings, conferences, productions, and special events. · Assist with management of authorized social media and digital video platforms. Records & Property Management · Maintain accurate electronic and physical records and ensure documents are properly filed and retained. · Assist with records retention, document destruction, and records-management activities in accordance with applicable policies. · Serve as or assist the program Property Custodian, including maintaining inventories, asset tags, property records, transfers, disposals, and loss documentation. · Receive and process records, shipments, and other materials and resolve discrepancies as necessary. · Check in inventory into the master inventory list assuring that each entry has pictures and detailed information on each item. Budget, Accounting & Purchasing · Assist with program budgeting, bookkeeping, accounts payable, accounts receivable, invoicing, deposits, and payment processing. · Review and maintain financial documentation and assist with preparation of budget and financial reports. · Monitor expenditures and assist with annual budget preparation and expenditure planning. · Assist with purchasing, procurement, vendor communications, quotations, orders, and related documentation. · Utilize accounting and financial management systems as required. Grants & Funding Identify potential grant opportunities consistent with the mission and objectives of Cheyenne and Arapaho Productions. Assist with grant research, applications, supporting documentation, deadlines, and reporting requirements. Professional Responsibilities · Maintain strict confidentiality of Tribal, financial, personnel, production, an…

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