Palmer,AK
We are searching for an experienced Executive Assistant at our Palmer HQ facility.
Primary Duties And Responsibilities
Responsible for providing high-level administrative support for the Executive Staff, in order to support operations and services in an efficient, effective and confidential manner. Assists Executive Staff with complex administrative reports, detailed research projects, data accumulation and reporting, organization, scheduling, project administration, preparation of sensitive documents and recommendations. This role supports accounting and budgeting processes of the Executive Staff and their core groups. Handles highly confidential, strategic and sensitive information having an enterprise-wide impact. Exercises judgment and utilizes discretion in obtaining and exchanging information.
Specific Task Description
Works with confidential and time sensitive, proprietary information. Must maintain absolute confidentiality.
Prepares, evaluates, prioritizes, and directs correspondence, reports, and phone calls with appropriate follow-up for items requiring action for the Executive Staff. This includes, but is not limited to, financial audits, corporate bank accounts, corporate credit card statements, legislative and FCC matters, Regulatory Commission Agency filings, attorneys, consultants, competitive enterprises, and governmental agencies.
May serve as recording secretary at board meetings of the Association, the MTA Foundation, and other meetings which require the preparation and distribution of agendas, supporting background documents, minutes, participant notification, coordination of facility arrangements and follow-up action reports.
Maintains filing records of Executive Staff and ensures appropriate backup and storage of those paper and/or electronic media files.
Coordinates training/travel arrangements for Executive Staff, when needed.
Monitors and updates extranet site for Board of Directors.
Manages and maintains archived corporate records and database for MTA and its subsidiaries.
Assist with administrative duties for the MTA Foundation Donation Committee, including scheduling meetings; agenda preparation; intake processing of donation requests; check requests and award fulfilment.
Assist with administrative duties of MTA Foundation Scholarship program, in cooperation with key stakeholders from Executive Staff. Responsible for application oversight; coordination with Scholarship Committee; check requests and award fulfilment.
Assist with Notary application/bond renewals; order notary supplies, if required.
Provides support services to Board Governance Officer as required.
Strives to provide a superior customer experience to internal and external customers.
Creates electronic service or material purchase requisitions in E1, as requested.
Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality, seamless customer service.
Serves as Corporate Purchase Card Statement Reconciler for executive card holders (when requested), as well as for personally assigned Purchase Card.
Other duties as assigned to meet business needs.
Education
Required Qualifications:
Certification in professional administrative fields highly desirable. Completion of secondary education to have developed specialized skills and proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, Laserfiche, data processing, and graphics for computer applications is preferred. Extensive knowledge of financial/accounting procedures, office administration and technology.
Work Experience
Minimum five (5) years’ experience in Executive Assistant capacity or equivalent position. Demonstrated superior skills in verbal/written communication, organizational ability, and consistent record of accomplishing multiple simultaneous projects with varying priorities and deadlines in a calm and professional manner. Experience working with independent auditors and/or in legal or public utilities profession preferred.
Supervision
This position would receive minimal supervision.
Other Qualifications Required
Excellent interpersonal skills are critical in this position, as are verbal and written communication skills, a strong customer service orientation and a commitment to quality. Strong interpersonal skills necessary in order to develop and maintain cooperative working relationships with and between team members, department heads, administrators, consultants and contractors.
Effect Of Error
Errors in employee’s normal work activity put employer at some risk. Most errors can be substantially corrected within one quarter after identification. Correction may require a relatively low level of disruption of normal resource allocations.
Job Scope
The individual is seen performing a multiplicity of functions or professional procedures which go beyond repetitive operations. As tasks assume greater complexity; they are likely to require creativity and a demonstration of vocational and/or professional initiative. These activities require a working knowledge of the operations of more than one section within a department.
Independent Judgment
Job responsibilities are generally routine and are established by sectional practices and procedures. Independent judgment requires research and/or analysis and are generally limited to the individual’s specific area of expertise.
Working Conditions
Exposed to mildly unpleasant conditions most of the day, such as recurring pressure due to fairly frequent unscheduled deadlines; and/or occasional confrontational contact with employees, subscribers or others outside MTA.
MTA is an Equal Opportunity Employer. MTA offers competitive compensation, health insurance, 401(k) plan, annual leave, and more. A complete job description is available upon request. Qualified individuals should apply online here : https://mta.csod.com/ux/ats/careersite/4/home/requisition/541?c=mta&source=militaryjobs Job Ref: 140567
