Job Description | Executive Assistant

Company Overview

Founded in 1990, Kauffman and Associates, Inc., (KAI) is an American Indian- and woman-owned management consulting firm dedicated to uplifting American Indian and Alaska Native (AI/AN) people, tribal and urban Indian communities, and social sector programs. We value Indigenous Knowledge and believe in the inherent strength, resilience, and sovereignty of tribal nations to find community-led solutions for intergenerational healing, wellness, and growth.

Our expertise spans many specialty areas, including behavioral health, public health, education, and tribal affairs. We work closely with diverse stakeholders, combining stories of lived experiences with data-driven insights, to drive positive change across Indian Country. At KAI, we do work that matters!

As we continue to grow, we are looking for a proactive and organized Executive Assistant to support our C-suite executives, company President, and Board of Directors.

Position Overview

The Executive Assistant will play a vital role in optimizing the efficiency of our executive team. This position requires a highly organized and detail-oriented individual who can manage multiple tasks, prioritize effectively, and maintain a high level of professionalism and confidentiality. The ideal candidate will have exceptional communication skills and a strong understanding of corporate governance.

Key Responsibilities

1. Meeting Support:

• Prepare for executive meetings, including setting up equipment, preparing agendas, and distributing materials.
• Take comprehensive meeting notes, capturing key discussions, outcomes, and action items.
• Follow up on after-action items and track progress, including communicating on behalf of the corporate leadership when requested.

2. Scheduling & Calendar Management:

• Coordinate and manage the calendars of C-suite executives and the President.
• Schedule meetings, conferences, and travel arrangements ensuring optimal time management and availability.

3. Travel and Logistics Coordination:

• Organize domestic and international travel logistics, including flight bookings, accommodations, and itineraries.
• Ensure travel arrangements align with company policies and preferences.

4. Corporate Secretary Duties:

• Act as the corporate clerk/secretary by maintaining and organizing all corporate records and documentation.
• Prepare and file necessary documentation for compliance and governance purposes.
• Protect confidentiality of corporate records

5. Board Meeting Support:

• Assist in the planning and execution of quarterly corporate board meetings.
• Take detailed minutes during board meetings and distribute to participants in a timely manner.
• Ensure all board-related documentation is prepared and accessible.
• Work with the Board Chair in the preparation of agendas and meeting logistics for quarterly meetings of the board.

6. Leadership Project Support

• Provide management support for C-Suite or Board projects, such as tracking the plans and collecting data.

7. General Administrative Support:

• Handle confidential information with discretion.
• Assist with various administrative tasks as needed, including invoice processing, expense reporting, and project tracking.
• Serve as a liaison between corporate officers and their reports when requested to rely or collect information.
• Support the Executive Team to problem solve basic technical issues related to Microsoft Suite and interface with KAI's external technology support vendor as needed to ensure the Executive Team systems are operational and efficient

Qualifications

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• 3+ years of experience as an Executive Assistant or similar role, preferably in a consulting or corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Strong organizational skills with the ability to multitask and manage multiple priorities effectively.
• Exceptional written and verbal communication skills.
• High level of professionalism, integrity, and attention to detail.
• Experience with corporate governance and an understanding of board meeting protocols is a plus.

Contact with Others

The Executive Assistant will communicate face-to-face, by email and by telephone with all employees of KAI on a frequent and regular basis.

Job Conditions

The Executive Assistant position is fully remote, however preferred locations nearby KAI principals include Seattle, WA area, Oakland, CA area or Washington DC metropolitan area. The position may include limited travel, occasional meetings after hours, occasional extended hours, and interruptions from time to time. Close computer work for extended periods of time will be required.

Disclaimer

This job description is not to be construed as an exhaustive list of all responsibilities, duties and skills required of this position. All KAI employees may be required to perform duties outside of their normal responsibilities from time to time, as needed, to meet the ongoing needs of the organization.

Benefits Overview

• 80% company paid medical insurance premiums; portion of family paid
• 50% company paid dental insurance premiums; portion of family paid
• Vision insurance
• $50K company paid life insurance
• Partial internet reimbursement
• 15 days of annual leave in first year
• 100% Remote work
• Matching 401K with immediate vesting
• EAP

Position Status: Full Time Exempt