Senior Administrative Assistant, Logistics & Fleet

Under the direction of the Director, Logistics and Fleet, the Senior Administrative Assistant - Logistics and Fleet serves as a critical support resource by providing comprehensive administrative and operational assistance to ensure the efficiency and effectiveness of departmental functions. Proactively manages complex executive schedules, orchestrates high-level meetings, prepares insightful reports for leadership, and facilitates sensitive communications with utmost discretion and professionalism.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.    Coordinates scheduling activities for departmental leadership, including appointments, meetings, and calendar commitments, ensuring optimal time utilization and alignment with organizational priorities.
2.    Plans and executes departmental events, encompassing internal meetings, weekend engagements, and safety-focused initiatives, ensuring alignment with organizational goals and fostering team cohesion.
3.    Serves as the central point of contact between the Logistics and Fleet department and internal stakeholders, promoting clear communication and effective collaboration across teams.
4.    Schedules vendor visits and facilitates coordination with external service providers to ensure seamless support and operational continuity.
5.    Supports the execution of routine audits focused on safety compliance and workplace organization, including adherence to 5S standards, to promote a structured and hazard-free environment.
6.    Coordinates the collection of supply and part requests from department managers and submits requisitions through FSM and EATEC systems to ensure efficient procurement and inventory control.
7.    Oversees inventory and replenishment of office supplies to ensure availability of essential materials for uninterrupted daily operations.
8.    Utilizes departmental systems and tools to efficiently manage documentation, process requisitions, and maintain accurate internal records in support of operational workflows.
9.    Performs other duties as assigned to support the efficient operation of the department.
 

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma or GED required.

• Bachelor's degree in business administration or related field preferred.

• Minimum five (5) years of experience in an administrative support role required.  

• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Ability to demonstrate a strong ability to work independently, proactively identifying and executing tasks in a fast-paced, dynamic environment.

• Ability to consistently take initiative to drive results, resolve challenges, and maintain momentum without requiring constant oversight.

• Ability to exhibit strong flexibility and adaptability in dynamic environments, consistently accommodating shifting schedules and priorities.

• Ability to demonstrate reliable availability for weekend events and travel as required, ensuring seamless support for operational needs and organizational goals.

• Ability to maintain strict confidentiality and handle sensitive information with the highest level of professionalism and discretion.

• Ability to demonstrate sound judgment and integrity in managing private data, ensuring compliance with organizational policies and ethical standards.

• Ability to quickly learn and effectively utilize new systems, technologies, and tools relevant to logistics and fleet operations.

• Ability to demonstrate adaptability and technical proficiency in adopting platforms that enhance operational efficiency, data accuracy, and workflow optimization.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• Authorized Driver: Role requires operation or driving of Tribe-owned vehicles or driving patron vehicles. A valid driver’s license with an acceptable driving record as determined by the insurance carrier is required.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend mee