Under the direction of the Manager, Executive Administration, the Executive Assistant provides high-level administrative and professional support to the executive leadership team. Enhances effectiveness for the Office of the CEO, and other executives as needed, by executing a variety of complex administrative duties requiring a high degree of sensitivity and discretion. Maintains poise in fast-paced situations and requires use of independent judgment and initiative in planning, organization and performance of confidential and time sensitive administrative assignments. Acts as a liaison between internal and external stakeholders, government officials, and Tribal community partners, fostering effective communication, collaboration, and relationship management.
JOB SUMMARY
Under the direction of the Manager, Executive Administration, the Executive Assistant provides high-level administrative and professional support to the executive leadership team. Enhances effectiveness for the Office of the CEO, and other executives as needed, by executing a variety of complex administrative duties requiring a high degree of sensitivity and discretion. Maintains poise in fast-paced situations and requires use of independent judgment and initiative in planning, organization and performance of confidential and time sensitive administrative assignments. Acts as a liaison between internal and external stakeholders, government officials, and Tribal community partners, fostering effective communication, collaboration, and relationship management.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Plans, schedules and manages complex executive Outlook calendars and related business activities using effective prioritization and sound judgement. Works closely and effectively with the Executive Administrative Manager to ensure executives are well informed of upcoming commitments, priorities, and responsibilities, and follows up appropriately.
2. Proactively coordinates and manages complex end-to-end travel logistics for executives and key business partners, anticipating potential changes and ensuring seamless arrangements for air travel, ground transportation, and related itineraries.
3. Serves as a diplomatic gatekeeper, effectively managing and prioritizing internal and external communications, including calls, visitors, correspondence and inquiries. Oversees the flow of executive-level information, exercising professional discretion while maintaining the highest level of confidentiality. Acts as a liaison for visitors and stakeholders, coordinating logistics, providing support, and escorting guests as appropriate.
4. Prepares, composes, and proofreads highly accurate correspondence, memoranda, reports, letters, forms and presentations using Microsoft 365 applications and other appropriate business software. Creates and maintains supporting documents, charts, spreadsheets, and related materials, ensuring accuracy, professionalism, and compliance with organizational standards while exercising discretion and maintaining the confidentiality of sensitive information.
5. Supports budget planning and development efforts for the Office of the CEO and assigned executives, including expenditure tracking, expense report management, budget monitoring, forecasting and the preparation of financial analyses and reports to support informed decision-making.
6. Anticipates and resolves obstacles to success through proactive planning, innovative problem solving, and critical thinking. Recommends effective solutions, follows up on pending information and requests, and ensures timely communication with appropriate leaders and stakeholders.
7. Provides cross-functional executive project coordination to ensure objectives are achieved by monitoring progress, facilitating communication, and coordinating the people and resources necessary to execute plans. Facilitates administrative projects and initiatives, ensuring timely completion, accuracy, and alignment with organizational priorities.
8. Serves as a liaison between internal and external stakeholders, government officials, Tribal community partners, and executive leadership, fostering effective communication, collaboration, and relationship management in support of organizational priorities.
9. Processes, files and tracks documents for Office of the CEO, e.g., expense reports, check requests, and credit card reconciliation, if applicable. Organizes and retains department files and other confidential records and databases through document retention systems.
10. Performs other duties as assigned to support the efficient operation of the department.
EDUCATION, EXPERIENCE AND QUALIFICATIONS
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Associate’s degree in business administration or similar field required.
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Bachelor’s degree in business administration or similar field preferred.
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Minimum five (5) years of progressive administrative support experience required. Executive office experience is a plus.
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Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.
KNOWLEDGE, SKILLS AND ABILITIES (KSA)
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Ability to anticipate executive needs, exercise sound judgment, demonstrate initiative, and independently manage competing priorities with minimal direction. Ability to interact with high-profile internal and external stakeholders with diplomacy, professionalism, and political awareness.
- Exceptional written and verbal communication skills, including the ability to prepare, edit, and proofread executive-level correspondence, reports, and presentations, and other business communications.
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Ability to handle sensitive, confidential, and proprietary information with the highest level of discretion, professionalism, and ethical conduct.
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Ability to perform effectively in a fast paced, high-volume environment while managing multiple priorities, meeting deadlines, and adapting to changing business needs.
- Extensive experience managing complex executive calendars including scheduling, prioritization, and coordination of competing meeting requests, events, and business commitments.
- Strong interpersonal, customer service, and relationship-building skills, with the ability to establish and maintain effective working relationships with executives, team members, government officials, Tribal community partners, vendors, and other internal and external stakeholders.
- Skill in developing, implementing, and improving administrative processes, workflows, systems, and tracking mechanisms to enhance operational efficiency, organization, and accountability.
- Working knowledge of contract administration and procurement processes, including coordinating vendor relationships, monitoring service delivery, tracking expenditures, and supporting compliance with organizational policies and procedures.
LICENSES, CERTIFICATIONS AND REGISTRATIONS
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At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
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Notary Public Commission required and/or the ability to obtain and renew a Notary Public Commission.
- Certified Professional Secretary (CPS) certification preferred.
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No Driving Responsibilities: Role does not require a driver’s license or insurance.
PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT
The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.
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Primary work environment is in a climate-controlled office setting.
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Work requires travel to attend meetings, trade shows, and conferences.
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Incumbents may be required to work evening, weekend and holiday shifts.
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Must be able to work in a fast-paced, high-demand environment.
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Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.
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Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
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Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
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Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.
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Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.
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Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.
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Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.
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Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
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The employee may be exposed to fumes or airborne particles including secondhand smoke.
Reasonable accommodation will be made in compliance with all applicable law.
As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!
