External Affairs Administrative Assistant III

Description: The External Affairs Administrative Assistant III supports the Tribe’s External Affairs tower by performing administrative duties related to grants, purchasing, operations logistics, events, communications, and other projects. ESSENTIAL DUTIES: Level I - Perform a variety of general office support and complex administrative functions for the External Affairs tower, including coordinating and planning meetings. Support schedule coordination, recordkeeping, expense tracking, and report processing tasks. Support managers and directors within the tower by coordinating report schedules and materials including grants and internal reporting needs. Research, compile, update, and maintain information related to department projects and programs; and prepare correspondence, documents, and reports. Provide support with procurement and contract processes, including coordinating, preparing, and submitting documents for internal processes while ensuring a consistent and coordinated approach. Collaborate with departments and staff within the External Affairs tower to maintain efficient processes, effective communication, and accurate records. Support departmental logistics, including budget and expense tracking, and procurement of goods and supplies. Maintain records related to contracts, purchases, agreements, resolutions, access equipment, and other materials. Support communication efforts and projects for Tribal Member and public audiences through written, photo, and video documentation. Coordinate, plan, and assist with execution of events for Tribal Members and the public. Provide support and presence at public events and presentations. Provide administrative support and assistance to directors within the External Affairs tower. Level II - Performs all duties of Level I, plus: Assist with all aspects of External Affairs tower travel, including flights, lodging, ground transportation, and per diem expenses while ensuring compliance with Tribal policies and procedures. Maintain records and schedules for External Affairs department vehicle usage and maintenance, coordinating with the Tribe’s Operations Department to ensure timely maintenance and operational readiness. Level III - Performs all duties of Level I and II, plus: Establish and maintain the Project Management Office (PMO) framework, policies, and procedures to support effective project governance and delivery across External Affairs. This includes developing PMO standards, methodologies, tools, and best practices for project management. Continuously assess and improve PMO processes to enhance efficiency, consistency, and quality across grant-funded projects. Provide guidance and support to project teams utilizing PMO resources and adhering to established practices. Collaborate with External Affairs grant managers to align PMO objectives with organizational goals and strategic initiatives. ADDITIONAL DUTIES: Conduct research, undertake due diligence efforts, and prepare reports. Undertake special projects and assignments as directed by the External Affairs Administrative Manager. The Tribe values its commitment to community service and the well-being of its members. In recognition of this, each employee may be expected to perform duties from time to time which may not be related to their regular responsibilities. Other duties as assigned. Requirements: Demonstrated organizational, prioritization, and time management skills. Demonstrated ability to balance multiple assignments and responsibilities through planning, teamwork, and collaboration with stakeholders. Strong attention to detail and ability to produce accurate work output. Ability to perform multiple tasks accurately and efficiently under time constraints. Ability to work both independently and cooperatively within a team environment. Excellent verbal and written communication skills. Comfortable learning new technology and working in an environment of continuous improvement. Demonstrated critical t…

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