Executive Administrative Assistant at Sitnasuak Native Corporation

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Job Type

Full-time

Description

JOB SUMMARY:

The Executive Administrative Assistant is responsible for supporting the day-to-day needs and functions of Sitnasuak Native Corporation’s Chief Executive Officer (CEO) and Chief Administrative Officer (CAO) and administers donations. This includes administration and management of Board of Directors and executive’s schedule, travel arrangements, meeting coordination, and other office services as needed.

Essential Duties And Responsibilities

• Manage the activities of the office of the CEO/CAO to ensure day-to-day operations are organized and efficient, handling executive requests and queries appropriately.
• Operate with the highest level of confidentiality in matters related to the corporation, executive function, Board of Directors and Officers.
• Serve as initial contact point for shareholders, employees, and business partners wishing to meet/talk with CEO.
• Manage and coordinate the inflow and outflow of visitors to the CEO and maintaining contact lists.
• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
• Responsible for all administrative functions in support of the office of the CEO, which include assisting the CEO with written correspondence, preparing internal and external corporate documents for team members and industry partners, and scheduling meetings and appointments for the CEO.
• Coordinate and organize travel and accommodation as needed.
• Attend management team meetings, take notes, and compile the action list for Leadership
• Maintain an organized filing system electronic document utilizing SharePoint technology.
• Carry out special assignments and projects.
• Provide research on various topics and projects as needed.
  
  

Board Support

• Assist in maintaining board meeting annual calendar and coordinates board meetings based on calendar.
• Provides comprehensive administrative support to the SNC Board as requested.
• Utilizing technology and the SNC Board Collaboration SharePoint site:
• Assist with the development and assembly of meeting packets for boards and committees.
• Assist in maintaining the board “open items” list.
• Assist in maintaining a summary of motions and action items after all assigned board and committee meetings and tracks all agenda items for all assigned boards and committees.
• Assist in formatting and maintaining records for all resolutions adopted by all assigned boards and committees.
• Assist in organizing and maintaining cloud-based filing system for all assigned boards and committees.
• Assist in transcribing meeting minutes for all assigned boards and committees.
• Before and during board meetings:
• Assist in roll call during board and committee meetings.
• Assist in requesting per diem checks for board.
• Coordinates board room use, and stocks supplies.
• Coordinates IT support for board and committee meetings.
• Assist in logistical support for board and committee meetings and arrange travel as needed.
• Assist with maintaining the SNC and Subsidiary Corporate Books.
  

Sitnasuak Donation Policy Management

• Review incoming donation requests to ensure it aligns with Sitnasuak’s policy requirements and review with CEO/CAO to follow up with those requesting donations.
• Regularly monitor the application of the policy to ensure compliance and effectiveness. This involves tracking donations, assessing their impact, and identifying any issues or areas for improvement.
• Prepare and submit regular reports on the status and outcomes of the donation policy to Leadership and during board meetings. This includes documenting the number and types of donations received, their utilization, and any feedback from beneficiaries.
  
  

Other Duties

• Work as a “team-player” with employees and co-workers in a respectful and supportive manner.
• Conform with and abide by all regulations, policies, work procedures, safety rules and instructions.
• Maintain strict confidentiality.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.
  
  

Supervisory Responsibilities

This job has no supervisory responsibilities

Requirements

KNOWLEDGE, SKILLS, & ABILITIES:

• Knowledge of Alaska Native Claims Settlement Act (ANCSA) and ability to adhere to Alaska statutes related to stock management, shareholder records and inheritance, and Alaska Personal Information Protection Act requirements.
• Ability to prioritize and plan work activities; use time efficiently; plan for additional resources; set goals and objectives; develop realistic action plans for self and department.
• Knowledge of administrative and clerical procedures, best practices and systems such as word processing, managing files and records, design forms, and other office procedures.
• Advanced knowledge of business English/correspondence which shall be used to proofread and understand grammatical construction, spot errors, and provide clarity of documents, effectively communicating with staff and others.
• Knowledge of office procedures; ability to facilitate work assignments and disseminate information to staff and others.
• Skill to perform difficult clerical work; identify and process sensitive/time critical / confidential information and complete work assignments free of errors.
• Excellent interpersonal skills; ability to maintain effective working relationships with fellow employees, other agencies, the public, and the federal/state government.
• The ability to make decisions quickly and communicate effectively within a large and diverse company is essential.
• Strong self-motivation and work ethic; ability to work without direct supervision and ethically with co-workers.
• Effective professional communication and interpersonal skills regarding:
• Internal and external written, graphical, and verbal communications.
• Presentations.
• Working with other departments and personnel to accomplish business objectives.
• Ability to use standard business computers, with considerable knowledge of business applications including Microsoft Office Suite.
• Ability to multi-task and meet deadlines.
• Must be detail oriented; superior organizational, accuracy, review, and information management skills.
• Ability to learn and understand corporate policies/procedures and how they relate to SNC’s goals.
• Ability to work safely.
• Ability to work a flexible schedule as needed.
• Excellent time management skills with the ability to prioritize, multi-task, and process and maintain data.
• Ability to keep information confidential.
• Active listening skills: attentiveness when listening to others to understand and ask appropriate questions.
• Excellent analytical skills with the ability to evaluate data and consider decision impact across multiple areas.
• Strong decision analysis and problem-solving skills; ability to draw conclusions and justify decisions.
• Ability to perform basic mathematical computations, detect unobvious facts and issues, and exercise resourcefulness in resolving problems.
  
  

Qualifications

• High School Diploma or equivalent; Associate degree preferred.
• Minimum of 5 years’ experience reporting directly to Executive Management.
• Ability to travel as needed.
• Knowledge, understanding and sensitivity to the Inupiaq culture.
• Valid state driver’s license.
• Ability to pass credit and background screening.
  
  

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Most of the work is performed in a fast-paced professional office setting. requiring a high degree of efficient and effective performance. The employee must exercise flexibility regarding last-minute requests for business support and varied workloads. At times, there may be a need for occasional weekend and/or evening work to meet deadlines.

Preference Statement

Preference will be given to Sitnasuak Shareholders and their descendants and spouses, and to Shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2003-2(i).

Additionally, the Company's policy is to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, the Company’s policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.