Position: Senior Executive Assistant
Location: Kenai, AK
Pay Range: DOE
Provides high level administrative support with the expectation of maintaining utmost confidentiality and records management. Responsible for assisting and supporting through the coordination of meetings, travel arrangements, annual strategic planning process and distributing information to members and staff. The Executive Assistant performs a wide variety of administrative functions: answers telephone, drafts correspondence, drafts agenda and minutes, provides oversight of draft agenda and minutes for Committee meetings as directed and coordinates travel.
Duties and Responsibilities:
- Provide written notification when written and verbal correspondence requires attention.
- Field phone calls and route as appropriate.
- Maintain incoming and outgoing mail. . Prepare and maintain a record of incoming and outgoing correspondence.
- Coordinate communications, i.e. flowers; recognition of members and events.
- Prepare documents and correspondence for review, signature and distribution.
- Draft agendas for all meetings at the direction of the Chair and Vice Chair.
- Prepare and deliver meeting materials to members within the designated timeline of seven calendar days prior to regular meeting.
- Draft minutes for each meeting and forward the initial draft of the minutes to the Secretary for review within the designated timeline of three days after regularly scheduled and special meetings.
- Responsible for the following committees: TERO Commission, Policy, Ordinances and Procedure (POP) Committee, Finance Committee and Constitution Committee to include but not limited to committee agendas, minutes and communications.
- Provides administrative support and oversight to Commission, Boards and Committees.
- Assist with the organization and updates of the portal on intranet for effective and efficient document retention.
- Make travel arrangements and complete Trip Summary Reports for all members.
- Coordinate all on and offsite meeting logistics, to include but not limited to, meeting room reservations; meal planning; AV set-up; meeting room set-up; supplies; etc.
- Maintain a clean and orderly work environment.
- Represent the organization as a professional staff member at all times and not violate confidentiality by sharing, posting, distributing information of any kind or in any manner without expressed, written consent.
- May be required to accompany members on governing and business trips upon request.
All qualified candidates who meet or exceed the above Position Qualifications or have relevant experience will be contacted.
- Associates Degree in business, management, communication or related field or a combination of education and experience in a related field may be substituted for a degree.
- Two years of executive level administrative experience.
- Office management experience, preferred.
- License/Certification: Must have Microsoft certification or obtain certification within four (4) months of hire.
- Must have an Alaska driver’s license or be able to obtain within 90 days and remain insurable under organizational policy.
- Must be a Notary Public in the State of Alaska or must obtain within 30 days of hire.
- Special Skills: Must exercise extreme discretion and follow confidentiality policies and regulations.
- Must ensure quality communication and dialogue when addressing the needs of Council, Members and staff in a professional manner.
- Must be self-motivated with a positive approach with Council, Members and staff.
- Must be proficient in Microsoft Word, Excel and Outlook.
- Must possess excellent organizational skills and the ability to prioritize multiple projects and deadlines.
- Must be able to type 50 wpm.
- Must have strong writing, editing, proofreading, layout and design skills.
- Must have excellent customer service and listening skills.
- Must demonstrate the willingness to learn the language, culture and history of the Dena’ina people.
- Knowledge and experience working with Alaska Native/American Indian people, tribes and/or native corporation preferred.
AES provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. While working within the parameters of an Alaska Native Organization, hiring preference will be given to shareholders/spouses/descendants and other Alaska Natives in accordance with Public Law 93-638.
AES matches job seekers with opportunities in which they are recognized and rewarded for their experience, skills and abilities. AES is proud to be an Alaskan-owned company building relationships on integrity and trust since 1977. Our Services are always FREE to candidates.
POSITION OPEN UNTIL FILLED