Senior Corporate Executive Assistant - Ukpeagvik Inupiat Corporation

Overview

Ukpeaġvik Iñupiat Corporation (UIC) is seeking a Senior Corporate Executive Assistant to provide executive-level administrative support to the UIC President/CEO and serves as a key administrative liasion for the President/CEO's office. The Senior Corporate Executive Assistant collaborates with UIC's executive management team to support the strategic objectives set by the President/CEO, while upholding the highest standards of professionalism, confidentiality, and organizational efficiency. This position also supervises the Executive Assistant to the Board of Directors.

Responsibilities

Essential functions will include:

Executive Support

• Provide executive level administrative support to the President/CEO in coordination with the other UIC administrative staff, as needed.
• Responsible for the coordination, management, and accuracy of the President/CEO’s executive calendar, including meetings, appointments, events, and contacts.
• Assist in the preparation and delivery of effective, accurate, and polished presentations for the President/CEO and other assigned executives, which may include emails, memos, reports, and presentations.
• Coordinate and collaborate with internal and external teams to ensure that projects and tasks align with the President/CEO's goals and objectives.
• Facilitate communication between the President/CEO, Board of Directors, executives, staff, and external stakeholders, including responding to inquiries and requests, drafting and sending correspondences, and managing phone and emails communications.
• Screen and prioritize phone calls, mail, and other incoming communications for the President/CEO and Board of Directors, responding independently when appropriate.
• Prepare, or assist in the preparation of the Board of Directors budgets, including tracking expenses and processing invoices.
• Prepare, or assist in the preparation of expense reports, travel authorizations, travel vouchers, and mileage logs for the President/CEO, Board of Directors, and executives.
• Ensure travel arrangements for the President/CEO, Board of Directors, and executives are setup in a timely manner.
• Ensure compliance with management and Board policies relating to travel, expenses, records, meeting conduction, and other matters.
• Manage staff requests for meetings and other matters relating to the President/CEO.
• Attend meetings as requested by the President/CEO, provide a thorough review of meeting materials, and assist in the preparation of any necessary reports or follow-up actions.
• Manage and maintain confidential records, including financial documents, legal agreements, and employee documents.
• Take and transcribe dictation and prepare confidential correspondence, reports, and other complex documents.
• Protect the confidentiality of the company’s and President’s matters in accordance with company policy, to include identification of sensitive and confidential information, appropriate use of media for communications, secure storage of sensitive information, appropriate disclosure and nondisclosure of information, and training and enforcement of the same with staff.
• Crosstrain with the Executive Assistant to the Board to provide back-up administrative support.
• Provide administrative support to the executive team as needed.

Supervision

• Provide direct supervision of the Executive Assistant to the Board of Directors.

Knowledge, Skills, and Abilities:

• Excellent administrative and organizational skills.
• Excellent verbal and written communication skills.
• Proven dependability and ability to manage a large workload with competing priorities.
• The ability to operate as the extension of the President with minimum supervision, strong organizational and planning skills.
• Must have demonstrated ability to work effectively and productively with different employees, representatives of other organizations, and the public.
• Expertise with administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, PowerPoint, and various online travel applications.
• Demonstrated ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Dependable performance and punctual attendance.
• Periodic travel, both in state and out of state, and some evening/weekend/holiday work may also be required.

Qualifications

Minimum Qualifications:

• Bachelor of Arts or Bachelor of Science degree; experience of comparable value may be substituted for the degree requirement.
• Six (6) years of administrative experience that results in demonstrable expertise in comprehensive office administration and executive assistance.
• Four (4) years of experience providing direct executive-level administrative support, preferably to the President/CEO or comparable position.
• Prior supervisory experience.
• Three (3) years of experience working with a governing body, such as a board, council, or commission.
• Based in Utqiaġvik, Alaska or Anchorage, Alaska with regular travel between locations.
• Experience living, learning, and working in Utqiaġvik.

Additional Job Requirements:

• Must possess an intimate understanding of UIC shareholders’ current and desired education and employment situations.
• Must possess a thorough understanding of the business environment, labor market, and education resources in Utqiaġvik and across Alaska, and be able to gain such an understanding for where UIC does business and where UIC shareholders live.
• Must possess an understanding of Iñupiat values and their integration into the Iñupiat culture and UIC’s operations.
• Must have a valid Alaska’s Driver’s License.
• Must be able to pass mandatory pre-employment drug screening.
• Must be able to travel frequently between Anchorage and Utqiaġvik, and to various Lower 48 locations.

Preferred Qualifications:

• Eight (8) years of administrative experience preferred, with demonstrated responsibility for managing administrative systems and coordinating support staff.
• Experience working within an Alaska Native Corporation.
• UIC shareholder or descendant.

Physical and Mental Demands:

• The employee is frequently required to read text on a computer screen and hard copy, sit for extended periods of time, talk, and hear.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee is exposed to moderate levels of noise in a well-lit, well-ventilated, and moderately paced office environment.
• The employee must regularly lift and/or move up to 20 pounds.

Working Conditions:

• This position is based in Utqiaġvik, Alaska or Anchorage, Alaska, with frequent travel within Alaska and infrequent travel in the Lower 48 as needed.
• Typical office setting in a large office building in an urban environment (Anchorage) or rural environment (Utqiaġvik) but may have occasional travel to construction sites.
• Work is generally sedentary in nature but may require frequent standing and walking.
• The work environment is moderately quiet.

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