Executive Administrative Assistant I/II/III


Executive Administrative Assistant I/II/III

Full-Time, Regular

Administrative

Anchorage, AK, US

 

 

 

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

 

Job Title:           Executive Administrative Assistant I/II/III

Department:     Administration

Reports To:       Special Executive Assistant or Board Liaison

Supervises:        None

FLSA Status:     Non-Exempt

Pay Grade:        N4 (I), N5 (II), N6 (III)

Job Type:          Full-Time, Regular

AKBCU:            No                   ICPA:  No

 

General Functions:

The Cook Inlet Tribal Council’s (CITC) Executive Administrative Assistant works in partnership with the Executive Support Team (EST) under the direction of the Special Executive Assistant and/or the Board Liaison to offer the highest level of administrative and related support to CITC’s President’s Council (PC) and as requested, the CITC Leadership Council (CLC), that aligns with CITC’s mission, vision, values and ThriveAbility Plan. This position performs a variety of clerical and administrative duties of a sensitive and confidential nature as well as assists with special projects. This position will work with the EST to support the process of coordinating Board and other meetings and will interact with a diverse group of external callers and visitors as well as internal contacts. 

  

Duties and Responsibilities:

Executive Administrative Assistant, I  

  • Provide a professional, high level of customer service to all CITC staff, participants, vendors, and key stakeholders.
  • Answer phone calls, respond to all general email inquiries, greet guests, and route all employee and visitor questions to the proper staff.
  • Meal planning and purchasing for meetings.
  • Manage conference room schedules.
  • Ensure break room and Board room are set up and kept neat and tidy.
  • Route incoming mail to appropriate staff and departments. 
  • Maintain office supply inventory for the Administration office and fourth floor Board room and break room. 
  • Ensure workspace is clean, well-supplied, and office equipment is in good working order. 
  • Ensure key communication information in the workspace is kept current.
  • Create, file, and organize electronic documents.
  • Make photocopies, transmit documents, order office supplies, and perform other clerical functions.
  • Provide administrative support for the Special Executive Assistant and/or Board Liaison, EST and on occasion, other members of the President’s Council.  
  • Under direction of the Special Executive Assistant, Board Liaison and EST, coordinate logistics of retreats, Board meetings/retreats, meetings and other events; including ordering catering. 
  • Prepare expense reports and follow up communication related to expenses for the Special Executive Assistant and/or Board Liaison and on occasion, other Directors or members of President’s Council.  
  • Assists with Board meeting preparation. 
  • Assists with special projects and meetings.
  • Maintain relevant key internal and external contact directory. 
  • Perform all others duties as needed and/or assigned.

 

Executive Administrative Assistant, II 

  • Perform all duties/responsibilities of an Executive Administrative Assistant I with a higher level of proficiency. 
  • Compose, edit, type and revise letters, legal documents, various reports and other material as necessary.  
  • Properly use CITC finance forms to track and make payments to vendors and provide necessary documentation.
  • Maintain knowledge of payment process and coding for check requests and purchase requisitions. 
  • Schedule appointments and meetings; maintain daily calendar and contact directory.
  • Assist with coordination of travel arrangements for the EST, and on occasion the President’s Council, Board members, partners, contractors and mileage tickets (negotiate best rate, arrange lodging, process travel reimbursements).
  • Assist with special projects and meetings; provide back up support to other members of the Executive Support Team. 
  • In coordination with the Special Assistant and or Board Liaison, and EST review documents for accuracy and coordinate PC signature and approval. 
  • Maintain notary status.
  • Provide real time troubleshooting and AV support for routine executive meetings, as well as maintaining relevant contacts in IT.

 

Executive Administrative Assistant, III

  • Under minimal support, perform all duties/responsibilities of an Executive Administrative Assistant II with a high level of proficiency. 
  • Make decisions about priority tasks and projects as well as utilize time management skills and acute judgement of what tasks are the most urgent and impactful to the organization.
  • Make meaningful improvement to role, process and or organizational effectiveness that creates new value for the organization.
  • Act as a resource, mentor and trainer for new Executive Administrative Assistant and Apprentice, and answer questions according to standard procedures and best practices. 
  • Perform as the acting Special Executive Assistant or Board Liaison during their absence. 

 

Job Specifications:

  • Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
  • Proficiency using PCs and standard office equipment.
  • Excellent written and verbal communication skills; expert knowledge of proper grammar, good vocabulary, spelling and proofreading skills.
  • Good public contact skills and telephone etiquette.
  • Ability to make decisions and exercise good judgment.
  • Ability to work closely with personnel from other departments within CITC.
  • Ability to work under pressure, independently, and with minimal supervision.
  • Ability to prioritize workload.  
  • Working knowledge of standard office equipment.
  • High degree of sensitivity regarding confidential information.
  • Demonstrated knowledge and understanding of the socio-cultural needs of the Alaska Native and American Indian community.

 

Minimum Core CompetenciesCITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

 

Minimum Qualifications: 

Executive Administrative Assistant, I

  • High school diploma or GED. 
  • Six (6) months of experience working as a receptionist or assistant in a professional office setting. 
  • Knowledge and/or interest in learning about Alaska Native and American Indian culture and community resources.

 

Executive Administrative Assistant, II

  • Associate's degree in Business Administration, Communication, Organizational Development, Human Services or related field. Relevant experience may substitute for the education requirement on a year-for- year basis.
  • Two (2) years of experience working in a professional office business setting.

 

Executive Administrative Assistant, III

  • Bachelor’s degree in Business Administration, Communication, Organizational Development, Psychology, or related field. Relevant experience may substitute for the educational requirement on a year-for-year basis.
  • Three (3) to five (5) years of progressive experience working as a receptionist or assistant in a professional office setting; or any combination of training and experience that provides the necessary skills, knowledge and abilities.  

 

Minimum Qualifications for All Levels:

  • Demonstrated knowledge and understanding of the socio-cultural needs of the Alaska Native and American Indian community.
  • Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check.
  • Valid Alaska Driver's License and insurable under CITC's automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years. 

 

 

NATIVE PREFERENCE STATEMENT: Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN/AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children. Also included are non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.

 

 

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job.   It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job.   Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time.  This job description is not an employment agreement or contract.

 

Anchorage, AK

29 day(s) ago