UIC Alaska

Corporate Executive Assistant - Ukpeagvik Inupiat Corporation

ID
2024-20132
Category
Admin/Office Support
Location : Location
US-AK-Anchorage
Travel Requirement
25% - 50%

Overview

Company Overview
Ukpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $700M annually. UIC is projected to grow substantially in the coming years to become a top 3 company in Alaska by 2030. 

As a proud Alaska Native Corporation, our success brings growth and benefits to our Inupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities. We recruit only qualified people looking to join a workforce characterized by strong leadership, competent and hard-working staff, and a superior work environment with a focus on career development, great wages and benefits.

 

Job Summary

The Corporate Executive Assistant provides executive level administrative support to the UIC President/CEO, Chief Administrative Officer/Deputy General Counsel, and the Anchorage-based corporate executive management.  The President/CEO and CAO/Deputy General Counsel rely upon this person to assist in the Anchorage Corporate office administration to ensure high standards of professionalism and performance.  This person will coordinate with UIC’s executive management team to support the strategic objectives set by the President/CEO and Board of Directors.

Responsibilities

Roles & Responsibilities

  • Provide executive level administrative support to the President/CEO, Chief Administrative Officer/Deputy General Counsel, and the Anchorage-based corporate executive management.
  • Ensure efficient and effective administrative support in the Anchorage corporate office, including managing schedules, meetings, correspondences, office supplies, and other administrative functions.
  • Coordinate with the Utqiaġvik-based executive assistant to support the President/CEO, as needed.
  • Facilitate communication between the President/CEO, Board of Directors, executives, staff, and external stakeholders, including responding to inquiries and requests, drafting and sending correspondences, and managing phone and emails communications.
  • Coordinates with other clerical and administrative staff across corporate departments and subsidiaries to achieve efficient and effective administration throughout the Anchorage corporate office.
  • Manage executive meetings, including development of agendas and resolutions, distribution of materials, scheduling, meeting logistics (such as equipment, web and audio requirements, and compliance with rules of order), taking accurate minutes, and maintaining records and supporting documentation.
  • Tracks executive schedules and serves as the point of contact for executive staff location, availability, and contact.
  • Assists and organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budget on behalf of the President/CEO, CAO/Deputy General Counsel, or Anchorage-based corporate executive direction or request.
  • Manages the Anchorage administrative budget with regards to expenses associated with travel, meetings, events, office supplies and equipment, facilities, administration labor, and other administrative expenses.
  • Screen and prioritize phone calls, mail, and other incoming communications for the Anchorage corporate office, responding independently when appropriate.
  • Prepare, or assist in the preparation of the Anchorage corporate office budgets, including tracking expenses and processing invoices.
  • Prepare, or assist in the preparation of expense reports, travel authorization, travel vouchers, and mileage logs for the President/CEO and Anchorage-based corporate executives.
  • Ensure travel arrangements for the President/CEO and Anchorage-based corporate executives are setup in a timely manner.
  • Ensure compliance with management and Board policies relating to travel, expenses, records, meeting conduction, and other matters.
  • Assist in the preparation and delivery of effective, accurate, and polished presentations for the President/CEO and other assigned executives, which may include emails, memos, reports, and presentations.
  • Attend meetings as requested by the President/CEO and Anchorage-based corporate executives, provide a thorough review of meeting materials, and assist in the preparation of any necessary reports or follow-up actions.
  • Manage and maintain confidential records, including financial documents, legal agreements, and employee documents.
  • Take and transcribe dictation and prepare confidential correspondence, reports, and other complex documents.
  • Protects the confidentiality of the company’s matters in accordance with company policy, to include identification of sensitive and confidential information, appropriate use of media for communications, secure storage of sensitive information, appropriate disclosure and nondisclosure of information, and training and enforcement of the same with staff.
  • Provide back-up support to the Board of Directors, including scheduling and coordinating meetings, managing Board agendas, preparing materials, and taking meeting minutes, as needed.
  • Provide administrative support to the Stock Department for Annual Meetings and Shareholder Informational Meetings.
  • Develop and maintain relationships with shareholders, clients, vendors, and other stakeholders.

Knowledge and Skills

Must possess:

  • Excellent administrative and organizational
  • Excellent verbal and written communication skills.
  • Proven dependability and ability to manage a large workload with competing
  • The ability to operate as the extension of the President with minimum supervision, strong organizational and planning skills.
  • Must have demonstrated ability to work effectively and productively with different employees, representatives of other organizations, and the public.
  • Expertise with administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, PowerPoint, and various online travel applications.
  • The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
  • Dependable performance and punctual
  • Periodic travel, both in state and out of state and some evening/weekend/holiday work may also be required.
  • Supervisory experience preferred.
  • Experience working within an Alaska Native Corporation preferred.

Qualifications

  • Education and Experience

    A minimum of an Associate’s degree, with a Bachelor’s degree preferred.  Experience of comparable value may be substituted for the degree requirement.

    Six years of administrative experience that results in demonstrable expertise in comprehensive office administration and executive assistance. 

    Two years of experience providing direct administrative support to a senior executive.

    Supervisory and experience working within an Alaska Native Corporation is preferred.

    Equipment Used

    Common office equipment such as:

    • Computers, tablets, and smart phones
    • Print/Copy/Scan/Fax Machines
    • Telephones, teleconferencing systems, and videoconferencing systems

    Physical & Mental Demands

    The physical demands 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.

    • While performing the duties of this job, the employee is frequently required to read text on a computer screen and hard copy, stand or sit, talk, and hear.
    • The employee is occasionally required to stand, walk, and reach with hands and arms.
    • Exposure to moderate levels of noise in a well-lit, well-ventilated and moderately paced office environment.
    • The employee must regularly lift and/or move up to 20 pounds.

     

    Ukpeaġvik Iñupiat Corporation (UIC) considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran’s status or any other legal protected status. In furtherance, pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants, based on the provisions contained within The Alaska Native Claims Settlement Act. EOE/AA/M/F/D/V.

    WORK ENVIRONMENT & CONDITIONS

    This position is based in the Anchorage office with travel to Utqiaġvik, across Alaska, and throughout the Lower 48.  Typical office setting in a large office building.  Work is generally sedentary in nature, but may require frequent standing and walking. Occasional travel to Construction Site Settings.  May be subject to environmental conditions of a general office setting/construction setting.

    TRAVEL

    Frequent work-related travel by air.

    UIC Preference Hiring:

    Pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC shareholders and their descendants, based on the provisions.

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