Executive Administrative Assistant

Description

About UIDC:

UIDC is a federally chartered corporation and the business division of the Cow Creek Band of Umpqua Tribe of Indians. The Tribe operates several businesses - creating jobs and job training opportunities for tribal members and the communities in which they serve.

Why Work for UIDC:

As an applicant of UIDC, you have the ability to work for a diverse array of employment opportunities. Working for UIDC allows you to be part of something special. You get to work for an employer who encourages Team Members to succeed and grow by providing training, development and advancement opportunities. We also offer a competitive salary and benefits package, including:

• Comprehensive medical, dental, vision, and Rx coverage
• Paid Time Off
• Employer-paid life and disability plans
• 401k with up to 3.5% employer match

POSITION PURPOSE:

The Executive Administrative Assistant is a vital member of the UIDC team, serving as a strategic and administrative partner to the COO, CFO, and CTO. This role supports executive leadership by facilitating internal coordination, ensuring timely execution of operational initiatives, and enhancing communication across UIDC divisions and with the Cow Creek Umpqua Tribal Government.

This position is designed for a highly organized, adaptable, and discreet professional who can operate with confidence and clarity in a dynamic, high-expectation environment. The Executive Administrative Assistant serves as a central hub between UIDC leadership and internal departments, as well as a bridge to Tribal Government offices and leadership—promoting alignment and effective collaboration on joint initiatives, strategic planning, and shared priorities.

Executive Support:

• Provide daily operational and administrative support to the President, COO, CFO, and CTO of UIDC.
• Prepare and edit executive correspondence, reports, presentations, and briefing documents.
• Manage and prioritize complex calendars, meetings, and communications for multiple executives.
• Track leadership action items and initiatives across departments, ensuring timely progress and follow-up.

Project & Operations Coordination:

• Monitor operational workflows and support cross-departmental collaboration to ensure UIDC priorities are executed efficiently.
• Track timelines, deadlines, and deliverables for leadership-driven initiatives.
• Coordinate with UIDC departments and Tribal Government staff on joint projects, documentation, and key operational alignments.
• Facilitate internal communications, ensuring information flow between leadership and operational teams.

Administrative Excellence:

• Organize and maintain records, reports, and documentation for executive leadership.
• Draft, review, and distribute internal communications, memos, and notices as directed.
• Handle confidential and time-sensitive materials with the utmost professionalism and discretion.
• Manage and reconcile travel, reimbursements, expense reports, and purchasing activity related to executive operations.

Meeting & Event Support:

• Schedule, coordinate, and prepare for executive meetings, board sessions, and team briefings. 
• Record meeting notes, distribute summaries, and track follow-up items as needed.
• Assist in planning UIDC-sponsored leadership retreats, operational summits, and joint intergovernmental gatherings.

Requirements

• Bachelor’s degree in Business Administration, Finance, Communications, or a related field preferred. An Associate’s degree plus relevant executive-level experience, or equivalent years of relevant experience, may be considered in lieu of a formal degree.
• 5+ years of experience supporting senior or C-level executives, with proven experience in an administrative, operations, or executive coordinator role.
• Strong understanding of basic financial principles, budgeting, and reporting.
• Interpersonal Skills: Proven ability to work across departments and with external partners, including government officials and Tribal leadership.
• Exceptional written and verbal communication skills, with a professional, proactive and diplomatic communication style; able to represent UIDC leadership effectively.
• Excellent organizational, time management, and problem-solving skills.
• Demonstrated ability to work independently with minimal supervision, prioritize tasks, and handle competing demands effectively.
• High level of discretion, integrity, and professionalism in handling sensitive and confidential information.
• Experience coordinating with cross-functional departments, especially in finance, operations, or administration.
• Advanced proficiency in Microsoft Office Suite (especially Excel, Word, PowerPoint, Outlook).
• Must be 21 years of age or older and able to obtain/maintain a Class III Gaming License. 
• Current and valid Driver’s License with the ability to qualify for the UIDC’s Drivers Policy.