Executive Assistant Jobs

JOB SUMMARY Under the supervision of the President and Vice President, the employee will serve as the primary point of contact for Executives; often acting on complex and confidential issues with decision making discretion. Serve as the key coordinator for scheduling and meeting preparation, reports, filing and communications.

ESSENTIAL FUNCTIONS

• Independently compose and prepare routine and/or confidential correspondence, reports, binders, and other department forms and documents
• Perform special projects as assigned
• Serve as primary liaison between the Executive team and other departments
• Answer and screen incoming and outgoing calls and correspondence; respond independently when possible and take/relay incoming messages and place outgoing calls, as needed
• Provide and receive accurate and clear information concerning matters related to the corporation
• Other duties as assigned
• Oversee calendars for meetings and administrative leave
• Provide administrative assistance to President & Vice President
• Arrange travel plans and itineraries, compiles documents for travel-related meetings for the President & Vice President
• Work independently with minimal direction on a wide variety of projects delegated by President & Vice President
• Create and maintain database and spreadsheet files
• Perform complex and confidential functions
• Provide records management assistance for department files and reporting; creating new filing systems as required
• Participate in meetings as requested by President & Vice President

DOYON LIMITED CORE COMPETENCIES

• Corporate Values- Understand, embraces, and integrates Doyon corporate values into everyday duties and responsibilities.
• Safety and Security – Promotes a safe work environment for co-workers and customers.
• Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
• Customer Service – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
• Teamwork – Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.

JOB-SPECIFIC COMPETENCIES

• Communication Skills- Listens, writes, and speaks effectively, and positively relates and interacts with co-workers, clients and other business-related contacts.
• Independence- Works with little or no supervision.
• Adaptability- Adapts to changing conditions and work assignments, sets priorities and manages multiple assignments, and tasks.
• Administrative Skills- Performs a variety of responsible and confidential office, clerical and professional administrative duties.
• Planning and Organizing- Systematically develops plans, prioritizes, organizes and manages resources in order to accomplish business goals within a specific time period.
• Problem Solving- Anticipates and identifies problems, distinguishes between symptoms and causes, and determines alternative solutions involving varied levels of complexity, ambiguity and risk.
• Attention to Detail- Ensures one's own and others’ work and information are complete and accurate.
• Dependability- Consistently adheres to operational standards, ensures smooth operations and positive customer experiences, builds a productive workplace, is reliable, and improves team morale.

REQUIRED QUALIFICATIONS

• Must type at least 60 wpm and have excellent spelling and grammar skills
• May substitute Bachelor’s degree in Business or related field for two years of experience
• Five (5) years of progressively responsible secretarial or administrative experience

PREFERRED QUALIFICATIONS

• Associate’s degree in business or related field
• Competent in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Knowledge of purchasing and inventory of company supplies

WORKING ENVIRONMENT The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities, and abilities.

PHYSICAL DEMANDS The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].

REASONABLE ACCOMMODATION It is Doyon’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

PREFERENCE STATEMENT Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

This job description is not an employment agreement or contract, implied or otherwise, other than an “at will” relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.