Executive Assistant

Prairie Island CBH, Inc. Executive Assistant Job Description Job Title: Executive Assistant Department: CBH, Inc. / Executive Administration Reports To: Chief Executive Officer (CEO) Employment Status: Full-Time, In-Person Location: Welch, Minnesota Position Summary Prairie Island CBH, Inc. is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Chief Executive Officer (CEO). This position serves as the primary day-to-day administrative support for the CEO, with occasional assistance provided to senior Finance managers and other departments working closely with executive leadership. The CEO will establish priorities and coordinate competing requests to ensure executive support remains the primary focus. The ideal candidate is a dependable professional who anticipates needs, manages competing priorities, maintains confidentiality, and consistently follows through on commitments. This individual must demonstrate sound judgment, excellent communication skills, strong organizational abilities, and the flexibility to adapt to changing business needs. Primary Duties and Responsibilities Executive Support and Communication Manage and maintain the CEO's calendar, coordinate appointments, prioritize meeting requests, and resolve scheduling conflicts.Protect time for executive preparation, strategic planning, focused work, and business travel.Review, organize, and manage executive email and correspondence as authorized, identifying urgent matters and directing requests to appropriate personnel.Draft professional correspondence, communications, and responses on behalf of the CEO as requested.Anticipate upcoming priorities, gather necessary information, and maintain visibility of deadlines, commitments, and outstanding action items.Serve as a professional point of contact for employees, Board members, Tribal leadership, Community members, legal counsel, and external business partners as authorized.Maintain professional relationships while ensuring the CEO's time and priorities are appropriately managed. Meeting Coordination, Research, and Project Support Coordinate executive leadership, Board, and Tribal Council meetings as directed, including scheduling, logistics, agendas, presentations, and supporting documentation.Prepare and distribute meeting materials in advance to allow adequate review and preparation.Attend meetings as requested, document key decisions, record action items, and coordinate follow-up with responsible individuals.Track executive projects, departmental requests, and assigned initiatives to ensure deadlines and deliverables are met.Gather departmental updates, identify potential delays, and escalate matters requiring executive attention.Conduct research related to business operations, organizational initiatives, and executive decision-making using reliable sources.Verify information and prepare accurate reports, summaries, presentations, correspondence, and other business documents.Review and proofread materials for accuracy, completeness, and professionalism before obtaining necessary approvals and distributing information. Travel Coordination and Confidential Administration Coordinate executive business travel, including transportation, accommodations, itineraries, reservations, and meeting arrangements.Organize travel receipts, expense reports, and supporting documentation in accordance with company procedures.Maintain organized executive records, electronic files, and SharePoint document libraries.Establish and maintain consistent document naming conventions, folder structures, version control, and document retrieval processes.Monitor document reviews, approvals, and signature requirements.Ensure confidential records are maintained securely and accessed only by authorized personnel.Protect sensitive business, personnel, financial, legal, and executive information.Follow Tribal protocols, established approval procedures, and company confidentiality requirements.Perform additional executive administrative duties as assigned. Performance Expectations Success in this position is demonstrated through consistent organization, proactive communication, accurate documentation, and reliable follow-through. The Executive Assistant is expected to: Ensure the CEO is prepared for meetings, deadlines, and business commitments.Anticipate administrative needs and address routine matters independently.Maintain accurate, accessible, and organized executive records.Complete research and documentation assignments with attention to accuracy and detail.Track outstanding commitments and follow up with appropriate individuals.Communicate potential concerns, scheduling conflicts, and delays promptly.Demonstrate professionalism, discretion, accountability, and sound judgment. Minimum Qualifications Minimum of four (4) years of executive assistant or senior-level administrative experience, including direct support to a CEO or senior executive.Demonstrated experience managing complex calendars, competing priorities, executive communications, and confidential information.Strong organizational skills with the ability to manage multiple assignments and deadlines independently.Excellent written and verbal communication skills, including professional correspondence, research, proofreading, and document preparation.Proven ability to assess information, verify sources, and prepare accurate executive reports and presentations.Strong interpersonal skills with the ability to establish respectful and professional relationships across all organizational levels.Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.Ability to learn and utilize collaboration and communication platforms such as Slack.Hands-on experience using Microsoft SharePoint to organize document libraries, maintain file versions, and retrieve information.Demonstrated integrity, discretion, confidentiality, and sound professional judgment.Respect for Tribal sovereignty, cultural practices, and the Prairie Island Indian Community.Ability to obtain and maintain any employee license required by the Prairie Island Cannabis Regulatory Commission (CRC).Ability to successfully complete required employment background checks and suitability reviews. Preferred Qualifications Previous experience supporting executives within Tribal enterprises, government organizations, economic development, or highly regulated industries.Experience coordinating Board meetings, executive leadership meetings, or multi-department initiatives.Experience using Asana or similar project management platforms to organize assignments, track deadlines, and coordinate follow-up.Experience providing human resources administrative support, including onboarding coordination, training documentation, or maintaining confidential employee records.Relevant education, professional certifications, or administrative training.Experience supporting multiple senior leaders while maintaining established executive priorities. Physical Demands and Work Environment The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be provided to qualified individuals with disabilities, absent undue hardship. Regularly sit at a computer and perform data entry, document preparation, and other administrative tasks for extended periods.Regularly communicate with individuals and groups in person, by telephone, and through electronic communication.Work effectively in a fast-paced environment involving competing priorities, high workloads, and occasional stressful situations.Stand and walk for extended periods as necessary to perform assigned duties.Occasionally bend, stretch, reach, and use hands to handle documents, office equipment, and other work-related materials.Occasionally lift or move items weighing up to 25 pounds.Maintain scheduling flexibility to accommodate executive meetings, organizational priorities, and business needs.Travel between authorized company locations, retail operations, and distribution facilities as required.Occasionally attend evening or weekend meetings, with scheduling coordinated through the CEO.Maintain a valid driver's license and meet company insurability requirements when operating a vehicle for business purposes. Work Location: This is a full-time, primarily in-person position based in Welch, Minnesota. Travel to additional business locations may be required. Benefits Prairie Island CBH, Inc. offers a benefits package that includes: Medical insuranceDental insuranceVision insurance401(k) retirement plan with employer matchPaid time off (PTO) Benefit eligibility, enrollment, and participation are subject to current company policies and applicable benefit plan documents. Mission Statement Prairie Island CBH, Inc. is a tribally owned cannabis company committed to being a source of pride for our community and the cannabis industry. We operate a highly controlled, high-quality, multifaceted operation that provides a broad range of cannabis products and services. should not disclose confidential or proprietary information from current or previous employers. Disclaimer and Conditions of Employment All Prairie Island CBH, Inc. employees must be able to satisfactorily perform the essential functions of their positions. Reasonable accommodation will be provided to qualified individuals with disabilities upon request, absent undue hardship. Due to the highly regulated nature of the commercial cannabis industry, any offer of employment and continued employment with the Company are contingent upon successfully completing required employment screenings, background checks, suitability reviews, and obtaining and maintaining any required employee license issued by the Prairie Island Cannabis Regulatory Commission. The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this position and all employment opportunities within the Community. The duties and responsibilities outlined in this job description are intended to provide a general overview of the position and are not an exhaustive list of all responsibilities. Additional duties, responsibilities, or assignments may be added, modified, or reassigned as necessary to meet organizational needs, with or without notice.