Executive Assistant (CFO)

Job Description

Job Description

SUMMARY

The CFO Administrative Assistant provides high‑level administrative and operational support to the Chief Financial Officer (CFO) within the Grand Traverse Band's Office of Management and Budget (OMB) in the Shared Services Division. This position plays a critical role in coordinating financial workflows, ensuring accuracy and timeliness in reporting, and maintaining clear communication between OMB, leadership, and Tribal Council. The role requires exceptional organization, confidentiality, and professionalism to ensure GTB's financial operations uphold transparency, compliance, and tribal sovereignty.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required; associate's degree in Business, Accounting, or Finance preferred.
• Minimum three (3) to five (5) years of administrative experience supporting executives or financial operations.
• Knowledge of financial terminology, budgeting, and reporting processes.
• Advanced proficiency in Microsoft Office Suite (particularly Excel and Outlook); familiarity with financial management systems.
• Excellent communication, analytical, and organizational skills.
• High degree of discretion and ability to maintain confidentiality of sensitive financial information.
• Valid driver's license and acceptable driving record required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide executive administrative support to the CFO, including scheduling, meeting coordination, correspondence, and documentation.
• Assist with preparation, review, and distribution of financial reports, audit packages, and Tribal Council materials.
• Coordinate financial leadership meetings and inter departmental briefings.
• Maintain organized records and archives of financial policies, contracts, and OMB procedures.
• Track fiscal reporting timelines, compliance deadlines, and audit deliverables across all GTB divisions.
• Process invoices, travel requests, purchase orders, and expense reimbursements for OMB.
• Serve as liaison between the CFO's office and GTB divisions (Shared Services, Public Safety, Infrastructure, Health Services, Human Services, Regulatory, Natural Resources, Education).
• Support the CFO in coordination of annual budget development, monitoring, and reporting cycles.
• Coordinate communication and document requests with external auditors and grant agencies.
• Prepare meeting minutes, memos, letters, and official correspondence for CFO review.
• Support logistics and materials preparation for CFO presentations to Tribal Council and committees.
• Coordinate travel and registration for CFO related meetings, trainings, and conferences.
• Assist with onboarding or training of new OMB administrative staff as needed.
• Compile and prepare quarterly financial dashboards or briefing binders that summarize key metrics for executive review.
• Develop and maintain an internal project tracking system (budget milestones, audit actions, and grant deliverables) for proactive coordination across departments.
• Help maintain document templates and internal SOPs to standardize OMB correspondence, travel requests, and reporting submissions.
• ▪ Other duties may be assigned.

OTHER SKILLS AND ABILITIES

• Strong understanding of financial document flow, budgeting timelines, and audit cycles.
• Proficiency in data analysis, spreadsheet functions, and document formatting.
• Strong problem solving, prioritization, and initiative-taking abilities.
• Excellent interpersonal and communication skills for frequent interaction with Tribal Council, audit representatives, and senior leadership.
• Demonstrated commitment to confidentiality and ethical conduct with sensitive information.
• Cultural awareness and understanding of tribal governance, sovereignty, and financial self determination.
• Capacity to work effectively both independently and collaboratively.
• Ability to handle multiple, high priority assignments with accuracy and composure.

EDUCATION and/or EXPERIENCE

• High school diploma or equivalent required; associate's degree in Accounting, Business, or Finance preferred.
• Three (3) to five (5) years of administrative experience, ideally within a financial or government office.
• Experience in tribal financial operations, governmental accounting, or federal funding compliance highly desirable.
• Familiarity with grant administration, procurement, and audit documentation preferred.
• Equivalent combinations of education and relevant professional experience may be considered.

DRIVING REQUIREMENTS

• Valid driver's license and acceptable driving record required.
• May require occasional travel to financial institutions, training events, and professional meetings.
• Limited overnight travel for conferences or regional coordination may be expected.

OTHER QUALIFICATIONS

• Must successfully pass required background check and drug/alcohol screenings.
• Must comply with GTB confidentiality protocols and fiscal management policies.
• Must demonstrate reliability, discretion, and professional judgment in all duties.

SUPERVISORY RESPONSIBILITIES

• None direct.
• Coordinates work and communication with OMB staff including Controller, Payroll, Accounts Payable, and Grant Management teams.

EQUIPMENT TO BE USED

• Desktop computer, calculator, printer, and standard office equipment.
• Financial software, spreadsheet applications, and shared database platforms.
• Telephone, teleconference, and secure digital communication tools.

TYPICAL PHYSICAL DEMANDS

• Prolonged sitting, typing, and computer based work requiring sustained focus.
• Occasional lifting up to 20 pounds (financial records, boxes, or meeting binders).
• Ability to meet tight deadlines with accuracy and attention to detail.
• High level of concentration needed for data entry and financial review tasks.

TYPICAL MENTAL DEMANDS

• Strong cognitive skills for prioritizing and organizing complex information streams.
• Ability to remain calm and focused under pressure, especially during audit periods and reporting deadlines.
• Critical and analytical thinking to anticipate CFO needs and resolve issues proactively.
• Discretion and diplomacy in handling confidential or politically sensitive information.

WORKING CONDITIONS

• Professional office environment based within GTB's Shared Services Division (OMB).
• Standard business hours, with occasional extended hours during budget development or fiscal year end close.
• Requires secure workspace due to sensitive financial data.
• Professional business attire expected when representing the OMB in meetings or Tribal Council sessions.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a criminal history background check with no felonies or serious misdemeanors and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is required.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval from the Director of Human Resources.

This position is subject to G2 Background Investigation, Drug Screen and Driving Record/Motor Vehicle Report (MVR).