Executive Assistant Jobs

General Information

Job Title: Executive Assistant

Location: Administration

Compensation and Hours

Minimum Salary: DOE

Maximum Salary: DOE

Type of Job: Full Time

Hours per Week: 40

Benefits: Health/Dental/Vision/401K

Anticipated Job Duration: Year Round

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Purpose

Ketchikan Indian Community (KIC) job descriptions are a management tool to help organize duties and provide employees with the employer’s expectations with regard to a specific job classification. The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is a reasonable assignment for the position. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Job Summary

Incumbent will provide direct and indirect administrative support to the Tribal Administrator. Responsible for the proper administration of all duties necessary in managing the office, including but not limited to relations, meeting preparation, records retention, and scheduling reception.

Individual will perform highly responsible varied or specialized administrative work which involves a variety of difficult work procedures or specialized substantive work. Duties are carried out with considerable independence within established guidelines and policies under the general supervision of the General Manager.

Essential Executive Assistant Job Functions

PROVIDES SUPPORT TO TRIBAL ADMINISTRATOR BY

• Welcoming and providing information to visitors, vendors, and tribal members, either in person or by telephone;
• Assisting Tribal Administrator/Deputy Tribal Administrator during regularly scheduled staff meetings and speaking in their absence;
• Answering or directing inquiries;
• Collecting and distributing information;
• Coordinating senior management staff action plan schedule;
• Following up on project completion with senior management staff;
• Investigating, evaluating, and recommending office supplies and equipment;
• Maintaining relationships with tribal representatives, legislators; tribal members, political affiliates, etc.;
• Preparing letters and memos.

CONSERVES TRIBAL ADMINISTRATOR’S TIME BY

• Initiating telecommunications.
• Drafting letters and documents;
• Collecting and analyzing information;
• Reading, researching, and routing correspondence;

CONSERVES TRIBAL ADMINISTRATOR’S APPOINTMENT SCHEDULE BY

• Managing the calendars and scheduling appointments;
• Planning and scheduling meetings, conferences, teleconferences, and travel’
• Maintaining and publishing the monthly corporate calendar;

RESOLVES PROBLEMS BY

• Attending and participating in appropriate administrative and committee meetings.

PROVIDES HISTORICAL REFERENCE BY

• Designing filing systems;
• Defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Controlling correspondence;

MAINTAINS QUALITY IMPROVEMENT PROCESS BY

• Understands the Tribe’s and employees needs by demonstrating courtesy, diplomacy and tact during interactions with internal and external parties;
• Demonstrates continuous initiatives for improvement of administrative services;
• Prepares and monitors indicators for quality and continuous improvement;

MAINTAINS OFFICE EQUIPMENT BY

• Establishing quality standards;
• Inspecting and evaluating the physical condition of administrative areas, recommending necessary changes to Maintenance to improve sanitation, appearance, and efficiency;
• Arranging equipment replacement, service, and repair.

MAINTAINS OFFICE SUPPLIES INVENTORY BY

• Placing and expediting orders for supplies;
• Anticipating needed supplies and associates costs;
• Checking stock to determine inventory level;
• Verifying receipt of supplies.

Maintains Safe Working Environment By

• Adhering to all local, state, and federal moderate complexity regulations
• Complying with federal and state laws and regulations regarding the protection of the health of employees and provide for appropriate occupational health services for those employees
• Reporting any unsafe conditions to appropriate supervisor upon discovery.

MAINTAINS QUALITY RESULTS BY

• Assisting staff with ideas for ways to improve administrative services;
• Participating in the quality assurance program;
• Generating reports;

Contributes To Team Effort By

• Performing other related duties as directed by supervisor.
• Participating in the appropriate committees and other workgroups;

MAINTAINS PROFESSIONAL AND TECHNICAL KNOWLEDGE BY

• Conducting research to improve administrative operation technology;
• Attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices.

Additional Job Duties:

• Recognize, identify, and resolve problems and issues without direct supervision;
• Responsible for coordinating the Tribal Administrator’s office including preparation for and follow-up from Board, Council, and staff meetings.
• Receives telephone calls for the Tribal Administrator from clients and visitors. Screens call for nature of contact and respond to questions or direct the visitors to the appropriate department or employee. Prioritizes all incoming calls and immediately refers the call to the appropriate personnel as needed;
• Provides the full range of administrative duties to Tribal Administrator including meeting minutes that properly describe content and important decisions made. Prepares necessary paperwork for meetings including but not limited to records such as notices, minutes, policies, department project reports. Assists with all indicated post-meeting actions and reports;

Knowledge, Skills And Abilities

• Skill of being able to utilize a maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress mentally and/or physically (for both clients and co-workers);
• Ability to maintain confidentiality of all KIC operations and staff.
• Ability to work independently.
• Extensive Knowledge and highly skilled in the use of Microsoft Office Suite. Skilled in office organization on minor to medium complexity tasks;
• Knowledge of accounting, versed in office and reception protocols.
• Ability to be flexible in order to perform at the highest level as a team player.
• Ability to communicate professionally over the phone and in person in a positive and clear manner;
• Ability to take directions from supervisor and/or designee.
• Ability to manage simultaneously multiple tasks, including phone calls, computer operations, and in-person visitors;

Physical Activities Include

Must be able to comprehend and communicate verbal and written information. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to use hands to finger, handle, or operate objects tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell. Each of the listed activities also requires standing, sitting, walking, bending, and stooping, climbing on stools and ladders, and routinely lifting and carrying items and boxes up to forty (40) pounds.

Writing by hand and using a personal computer. Long hours in front of computer screen. Frequently required to work extended hours. Attending lunch, evening, and holiday/weekend time meetings as requested by the supervisor. Traveling occasionally, using air and/or water transportation, to out-of-town meetings and functions.

License(s)

Possess current valid State of Alaska driver's license with a record acceptable to KIC’s Insurance carrier.

Education

High school diploma or equivalent required. Associate degree in business or related field preferred.

Experience

Minimum three years’ experience in an administrative capacity required. Motivation for professional and career advancement preferred.

Any combination of related education and/or related experience will be considered if the candidate posses the demonstrated ability.

Required Job Qualifications

Do you live in AK?

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