Assistant to the Corporate Secretary

Sealaska Corporation, One Sealaska Plaza, Juneau, Alaska, United States of America Req #315

Job Title: Assistant to the Corporate Secretary  

Job Summary:
The Assistant to the Corporate Secretary will provide general administrative support to the Corporate Secretary Department to accomplish key tasks involving highly confidential material.

This role is located onsite in Juneau, Alaska. Only local candidates will be considered. 

Supervisory Responsibilities:
•    No Supervisory responsibilities, however the role will assist in coordinating events in collaboration with the Corporate Secretary, Deputy Corporate Secretary and other departments. 

Duties/Responsibilities:
•    Assist in planning and setting up for Board meetings and other events.
•    Compile confidential board materials for meetings.
•    Log action items, motions, and resolutions.
•    Assist with annual corporate filings and annual shareholder meetings of the corporation.
•    Assist with management of legal entity portfolio, business registration and licensing, annual report filings, good standing certificates.
•    Act as department records coordinator to implement company records management processes and comply with records retention requirements.
•    Coordinate travel (hotel, airline, car rental) for 13 board of directors, 2 board youth advisors, and the corporate secretary staff.
•    Ensure timely cancellations of travel, hotel, car reservations for 13 board of directors, 2 board youth advisors, and corporate secretary staff to save on cancellation fees.
•    Provide support for Board and Board Youth Advisors' needs, including travel, fees, scheduling, board calendar.
•    Administer Directors’ and Board Youth Advisors' compensation and travel expense reimbursement, in accordance with company policies.
•    Maintain the board of directors’ onboarding orientation manual and other board related documents, updating them as needed. 
•    Accurately maintain historic and vital corporate records associated with the board of directors. 
•    Provide research assistance regarding Sealaska records, State, Local, and Federal records.
•    Coordination and logistics for shareholder, leadership, and community meetings, events, food, and venues. 
•    Provide support for purchasing and tracking of office supplies, equipment, and incidental needs of staff.
•    Perform other duties as assigned. 

Required Skills/Abilities: 
•    Excellent verbal and written communication skills are a must. 
•    Excellent interpersonal and customer service skills.
•    Accurate attention to detail is required.
•    Excellent organizational and time management skills are needed, along with a proven ability to meet deadlines.
•    The ability to deal with confidential information while maintaining confidentiality is essential.
•    The candidate must be willing to work and interact as a team member in a fast-paced environment.
•    The candidate should be able to work with 13 board of directors who have high powered day jobs outside of their role as directors.
•    Willingness to provide Alaska State Public Notary services and support.
•    Strong event planning experience and skills are required.
•    The candidate must have strong analytical and problem-solving skills.
•    Knowledge of the Alaska Native Claim Settlement Act.
•    The candidate must be able to prioritize tasks and delegate them when appropriate.
•    Proficient with Microsoft Office Suite (including Visio), or related software.
•    Ability to willingly learn and become proficient with internal and new software programs.

Education and Experience: 
•    High school diploma or equivalent required.
•    Associate or bachelor’s Degree preferred.
•    At least two years related experience required. 

Working Conditions:
The physical and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: 
•    While performing the duties of this job, the employee is required to sit for long periods of time to attend meetings, type, input data, perform administrative functions. 
•    Will travel on both large and small planes. 
•    Some lifting of boxes, files, opening cabinets, and packing and unpacking boxes at events. 
•    Bending or standing as necessary.

Work Environment: 
While performing the duties of this job, the employee is working in an open office environment, and will be required to travel on jets, boats, and/or small planes periodically. This is an in-person at the office position. 

The noise level in the work environment is typical of an open office environment. May be exposed to dust, fluctuation in inside temperatures and electro-magnetic radiation as in a computer screen.

This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified, as necessary. This description does not constitute a written or implied contract of employment.