Institute Of American Indian

Description

Summary of Responsibilities

The Executive Assistant to the President at the Institute of American Indian Arts (IAIA) provides high-level administrative and operational support to the President. This position manages complex and sensitive responsibilities that require exceptional professionalism, sound judgment, confidentiality, and adherence to the highest ethical standards.

The Executive Assistant serves as the primary point of contact for the Office of the President and plays a key role in supporting the efficient operation of executive leadership functions. The position facilitates communication and coordination among institutional leadership, faculty, staff, students, external partners, and government stakeholders.

The Executive Assistant also supports institutional governance by coordinating Board of Trustees activities, maintaining official records and documentation, and assisting with administrative processes related to board operations and federal coordination. Through these responsibilities, the position contributes to the effective administration of the Office of the President and supports the mission and priorities of IAIA.

Essential Position Functions

• Serve as the primary point of contact for the Office of the President, ensuring professional, responsive, and confidential communication with internal and external stakeholders.
• Manage and coordinate the President's calendar, prioritizing meetings, events, and institutional commitments to support effective executive leadership and decision-making.
• Prepare, edit, and proofread correspondence, memoranda, reports, presentations, briefing materials, and meeting minutes from notes, drafts, or verbal instructions.  
• Arrange travel, meetings, and institutional events for the President and designated personnel, ensuring compliance with institutional policies and administrative procedures.
• Maintain tracking systems for correspondence, requests, and action items to ensure timely responses, accountability, and follow-through on executive directives.
• At the President's direction, conduct independent research and compile information on institutional, policy, and administrative matters requiring executive review; prepare concise summaries and recommendations for leadership consideration.
• Facilitate communication and coordination between the Office of the President and institutional leadership, offices, divisions, departments, external partners, and government entities.
• Provide information and guidance to members of the IAIA community regarding institutional policies, procedures, and administrative processes.
•  Support the President's effectiveness by coordinating activities with directors, faculty, staff, and students; resolving operational matters; and facilitating institutional communication and collaboration.
• Maintain a professional, respectful, and collaborative environment within the Office of the President while exercising discretion, sound judgment, and the highest standards of confidentiality.
• Perform additional duties as assigned to support the operational, governance, and strategic priorities of the Office of the President and the Institute.
• Interview, hire, and supervise a student worker each semester.
• Serve as Secretary to the Board of Trustees, maintaining official records, governance documentation, and institutional archives in accordance with institutional policies and applicable regulations.
• Coordinate logistics for Board of Trustees meetings, including agenda development, meeting materials, scheduling, and documentation of official proceedings. Arrange travel, meetings, and institutional events for the Board of Trustees, ensuring compliance with institutional policies and administrative procedures.
• Assist in the development, monitoring, and administration of budgets for the Office of the President and the Board of Trustees.
• Research, draft, and maintain the Board Policy Handbook and other governance documents to support institutional compliance and effective Board operations.
• Research federal policies and procedures related to Board of Trustees nominations, including preparation and submission of required notices to the Federal Register when applicable.
• Coordinate with the White House Office of Presidential Personnel regarding institutional needs and Board nomination processes. Provide guidance to prospective Board nominees regarding the nomination process and responsibilities of Board service, and maintain records of related inquiries and communications.
• Assist with Board governance functions including preparation of agendas, coordination of meeting logistics, documentation of proceedings, and organization of Board orientation and training sessions under the direction of the President.

Requirements

Required Experience and Education

Must have AA Degree and at least five-plus years executive assistant-level experience of comparable scope. Must possess expert-level skill and knowledge of all Microsoft Office Software (Outlook, Excel, Word and PowerPoint). Must have demonstrated background providing executive assistance in a large complex work environment. 

Preferred: Bachelor's degree and collegiate executive assistance experience. 

Required Knowledge, Skills, and Abilities

• Demonstrated ability to work independently with minimal supervision, initiate projects, and carry assignments through to timely and accurate completion.
• Advanced knowledge of modern office practices, administrative procedures, and professional business communication.
• Expert level of proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proficiency in the use of standard office equipment and technology.
• Strong organizational and time-management skills, with the ability to prioritize competing responsibilities and manage multiple projects simultaneously.
• Ability to maintain strict confidentiality and exercise sound judgment, discretion, and diplomacy when handling sensitive information.
• Demonstrated initiative, self-direction, and proactive problem-solving skills.
• Ability to establish and maintain effective working relationships with faculty, staff, students, administrators, and external stakeholders.
• Excellent written communication skills, including grammar, editing, and document preparation for a variety of professional and executive-level materials.
• Strong verbal communication skills with the ability to interact effectively and professionally with diverse internal and external audiences.
• Excellent interpersonal and customer service skills, with the ability to address concerns and resolve issues in a constructive and professional manner.
• Demonstrated commitment to professional standards of conduct and ethics, including integrity, accountability, and professional representation of the Office of the President.
• Ability to adapt to changing priorities and work effectively in a dynamic and fast-paced environment.
• Ability to collaborate respectfully with colleagues and contribute to a professional and supportive workplace environment.
• Ability to maintain a courteous, professional demeanor and represent the Office of the President with professionalism at all times.
• Ability to perform effectively under pressure while maintaining accuracy, quality, and attention to detail.
• Ability to read and interpret basic to complex data, information, guidelines, procedures, etc., related to the administration of an executive-level office, related data, records, and information.
• Ability to create and draft a wide range of word or financial documents.
• Ability and skill to ensure the highest level of security and confidentially of confidential and sensitive financial data and information. Demonstrated knowledge, skills, and abilities to safeguard highly confidential and/or sensitive financial data through the application of sound security practices, discretion, and ethical judgment.

Working Conditions

• Ability to sit for extended periods of times, using a computer work station.
• Occasional travel for meetings, conferences, and other events using a personal vehicle or company vehicle.

Miscellaneous 

• Performance evaluation will be based on the performance results of job duties as described herein.
• Management has the right to revise this job description at any time, with or without notice. 
• This job description does not list all the duties of the job.
• The job description is not a contract for employment.
• Other duties as assigned.