An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
The Administrative Assistant shall work directly under the General Manager and will be responsible for providing administrative support to the General Manager and leadership staff (with direction from GM) The Administrative Assistant acts in the capacity of public reception by interacting with visitors, vendors, guests, and employees professionally.
Core Duties and Responsibilities:
The following duties and responsibilities shall be carried out in an efficient, professional, and ethical manner for the assurance of effective. To perform the job successfully, an individual should demonstrate the following competencies : Safeguard confidential information regarding financial, customer, operational, personnel, Tribal matters. Provide administrative support to the General Manager and leadership staff (with direction of GM). Evaluate and prioritize requests for leadership time and scheduling needs. Organize and maintain executive calendar, meetings, and appointments. Build buffer time into executive schedule and assist with prioritization of meetings and operational needs. Prepare daily briefing packets including meeting preparation materials, operational reviews, event preparation, and call preparation Coordinate recurring operational meetings and leadership meetings. Track meeting follow-ups and ensure departments provide requested information in a timely manner Prepare agendas, meeting packets, presentations, reports, and executive correspondence. Attend meetings as requested and record official minutes, notes, and action items. Maintain action-item trackers and follow up with departments on deadlines and deliverables. Draft emails, memorandums, letters, reports, and company communications for General Manager review. Organize and prioritize incoming communications, routing issues to the appropriate department or leadership staff. Assist with preparation of board packets and presentation materials for executive approval. Maintain organized filing systems for digital and physical records Maintain confidential operational and executive files. Answer telephones using proper etiquette and greet visitors, vendors, guests, and employees professionally Assist in ordering office supplies and maintain records of supply usage and ordering. Ensure office equipment is operational and coordinate maintenance when necessary. Communication & Operational Coordination Manage property-wide communications and distribute operational updates as directed. Flag urgent Tribal Council, regulatory, compliance, or operational matters to GM Follow up with department heads regarding overdue assignments, reports, or operational requests Facilitate communication between departments to ensure timely completion of projects and initiatives. Ensure consistency and professionalism in organizational communication. Coordinate interdepartmental communication related to operations, projects, and events. Operational Reporting & Tracking Assist in compiling and organizing operational reports Develop spreadsheets, graphs, trackers, and presentation materials as needed. Track recurring guest complaints and assist with service recovery follow-up coordination. Work with leadership to monitor guest feedback and communication trends. General Responsibilities Maintain knowledge of all resort, casino, hospitality, entertainment, retail, and operational services. Maintain professional appearance, demeanor, and always working environment. Follow all company policies, departmental procedures, gaming regulations, and confidentiality requirements. Work cooperatively with all departments and employees. Perform other duties as assigned. Qualifications -
Education and Experience:
The Administrative Assistant must have a high school diploma or general equivalency diploma and a minimum of three years work experience in a similar capacity. In addition, the Executive Assistant shall possess and/or demonstrate the following skills: Must be highly confidential. High organizational skills with an ability to prioritize and use time effectively. Effective interpersonal skills. Accountable, dependable, reliable, and customer service oriented. Strong computer background with skills and proficiency in Microsoft Word, Excel, and PowerPoint software programs. Excellent written and oral communication skills. Ability to exercise good judgment and decision-making skills. Ability to work and contribute as a team player. Must be able to pass a criminal background check and drug screen.
Work Environment:
The work environment is fast-paced and requires overall good mental and physical health.
Physical Demands:
Job-specific abilities and requirements include: Ability to sit for extended periods of time. Ability to perform repetitive motion from use of a computer. Ability to tolerate various scents, noises, and bright lights.
Preference:
It is the policy of the Bois Forte Band, pursuant to tribal and federal law, to give preference to qualified Native Americans in hiring, promotion, and departmental transfers. Preference will be extended to members of the Bois Forte Band, members of other federally recognized tribes and to status Natives born in Canada. Monday thru Friday (8am - 4pm). Some days may be later due to scheduled meetings or events.
