Job Description: Administrative Assistant
Job Title: Administrative Assistant
FLSA Status: Non-Exempt
Department: Project and Executive Support
Reports To: Managing Director
Work Location: Hybrid
SUMMARY
The Administrative Assistant is responsible for supporting the Managing Director and assisting with administrative and light project coordination duties. This position plays a vital role in keeping the office and project operations running smoothly and professionally.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Maintain calendars and schedule internal/external meetings for the Managing Director.
- Prepare agendas, take meeting minutes, and assist in the coordination of follow-up items.
- Support communication and scheduling across consultants, clients, and project partners.
- Assist with preparing correspondence, reports, proposals, and presentations, including handling confidential information.
- Help maintain project documentation, task tracking, and basic coordination.
- Coordinate travel arrangements and logistics for the Managing Director and project-related activities.
- Organize internal filing systems, and project libraries.
- Provide support for company meetings, workshops, and occasional on-site events.
- Track invoices, vendor documents, and assist with light bookkeeping or payment follow-ups as needed.
- Perform errands or office-related tasks in support of ongoing projects and administrative needs.
- All other duties as assigned.
SKILLS AND QUALIFICATIONS
- Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Discretion in handling confidential and sensitive information.
- Experience with project coordination or task tracking systems preferred.
- Familiarity with tribal communities or Native-led initiatives is a plus.
- Must hold and maintain a valid Driver’s License and be insurable under company policy.
EDUCATION & EXPERIENCE
- Associate’s degree in Business Administration or related field preferred.
- Minimum 3–4 years of experience in an administrative or coordination role.
SUPERVISORY RESPONSIBILITY
This position has no supervisory responsibilities.
WORK ENVIRONMENT
This job operates in a professional office environment and remotely as needed. Standard office equipment such as computers, phones, printers, and file systems are used.
PHYSICAL DEMANDS
The employee is regularly required to talk, hear, and use hands and arms. Occasional standing, walking, lifting, or carrying light office materials.
POSITION TYPE / EXPECTED HOURS OF WORK
Full-time position. Typical work hours are Monday through Friday, 8:00 AM to 5:00 PM. Occasional evening or weekend work may be required depending on project demands.
TRAVEL REQUIREMENTS
Minimal travel required (up to 10%), primarily local, with occasional overnight travel for meetings or events.
OUR VALUES
Community-Driven | Accountable | Collaborative | Purposeful | Respectful | Results-Oriented
To apply, please submit your resume and a brief cover letter.
EEO/AA
Ho-Chunk, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.
HCAIJ
