Executive Assistant, Strategic Communications


Job Description
Under the direction of the Vice President, Strategic Communications and Vice President, Tribal Brand Marketing and Strategic Initiatives, the Executive Assistant is responsible for providing high-level administrative and professional executive support. This position enhances the executive effectiveness utilizing excellent communication and time management skills, through the execution of a variety of moderately complex administrative/coordination duties requiring sensitivity, initiative and independent judgment. The Executive Assistant serves as a liaison between the enterprise's entities/projects, leadership, departments, clients and community leaders. Essential Duties & Responsibilities 1. Manages the daily calendars for the Vice President of Strategic Communications and Vice President of Tribal Brand Marketing and Strategic Initiatives, scheduling meetings, appointments and coordinating participation by other members of their respective teams. 2. Supports the annual budget process by planning and tracking expenses accordingly. Reconciles executives' company credit card statements for timely approval and payment. Processes payroll, payments to vendors, manages budgets and resolves any issues that arise on behalf of the department. 3. Processes contracts and proposals as appropriate, including entry in the contract review system for review and follow-up. 4. Prepares packages for meetings by developing agendas, collating materials, and uploading documents for in-person or electronic presentations. Arranges and assists in planned meetings; prepares summaries of meetings and conferences, as appropriate. 5. Organizes and maintains department files and other confidential records and databases through document retention systems. Organizes office logistics and ensures team members have proper tools and equipment i.e. computers, monitors, etc. 6. Organizes programs, coordinates participation in events and/or conferences, and arranges for facilities and catering, and issues information and invitations, as appropriate. 7. Conducts and analyzes print and internet research and prepares related materials and reports for executive review. Ensures that executive-review/signature request materials are properly submitted, reviewing for completion and accuracy prior to providing to executives. 8. Coordinates travel arrangements accommodations and arrangements per internal protocols. 9. Performs other duties as assigned to support the efficient operation of the department. Education/Experience/Qualifications * Associates degree in Business Administration or related field is required. * Bachelors' degree in Business Administration or related field is preferred. * Minimum of five (5) years progressive administrative support experience supporting directors and above is required. * Equivalent combination of education and progressive, relevant and direct experience may be considered in lieu of minimum educational/experience requirements indicated above. * Strong computer skills with proven mastery of Microsoft Office Suite (Microsoft Outlook, Microsoft Excel, Microsoft Word, Microsoft PowerPoint, and Microsoft Visio) is required. * Must be adaptable to the varied schedule and changing priorities of the executives. * Ability to establish a high level of trust and credibility in the enterprise. Proven ability to exercise sound judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact. * Experience working within an ad agency, marketing team or other fast-paced client-services environment is preferred. * Must be proactive and resourceful with the ability to work autonomously within scope defined by leadership. * Polished and professional demeanor in person, online and via phone. * Must be willing to work as part of a team, providing support for teammates to achieve common goals, as needed. * Ability to interact with all levels of the enterprise, including senior leadership and Tribal Citizens. * Must possess exceptional advanced written and verbal communication skills in both an informational and persuasive manner. * Highly organized with strong strategic prioritization, planning and time management skills including the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is required. * Inspires the confidence and open communication of managers to ascertain critical information necessary to produce deliverables in alignment with executive directives and initiatives. Certificates/Licenses/Registrations * At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license. * Certifications such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) certification are preferred. San Manuel Band of Mission Indians and San Manuel Casino will make reasonable accommodations in compliance with 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!