Administrative Assistant - UIC Corporate

Overview

COMPANY OVERVIEW

Ukpeaġvik Iñupiat Corporation (UIC) is the Alaska Native Village Corporation of Utqiaġvik, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $800M annually. UIC is projected to grow substantially in the coming years to become a top 3 company in Alaska by 2030.

 

We are a proud Alaska Native Corporation. Our business efforts are guided by Iñupiat values, and our success brings growth and benefits to our Iñupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities. We recruit highly qualified people 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

Under the supervision of the Corporate Executive Assistant and Administrative Manager, the Administrative Assistant provides executive level administrative support to the UIC Corporate Office in Utqiaġvik and senior executives and departments within the company.  This includes indirect support to the President/CEO and Board of Directors, and to the overall administration of the Parent office. This position tracks and compiles information, prepares correspondence and reports, handles confidential information, maintains supply and equipment inventory, and supports accounting, travel, and meeting functions.  The Administrative Assistant must ensure high standards of professionalism and performance at all times and requires exceptional organizational skills, attention to detail, and the ability to handle a variety of tasks in a fast-paced environment. The ideal candidate will be a proactive problem-solver with strong communication skills and a commitment to maintaining confidentiality.

Responsibilities

CAREER LADDER DEVELOPMENT TRACK

This position is included in a Career Ladder Development Track designed to provide for advancement within the UIC family of companies. Progression and advancement in your career with UIC will be based upon factors such as longevity, continuing education, skills, knowledge, and responsibility associated with each job in the Career Ladder Development Track. Each track is designed to advance your career to move vertically within the UIC family of companies.

 

ROLES & RESPONSIBILITIES

Executive Support:

• Manage and schedule appointments, meetings, and travel arrangements for senior executives and board members.
• Prepare and edit correspondence, reports, and presentations as needed, including for board meetings.
• Handle confidential information with discretion and maintain the highest level of professionalism.
• Demonstrate flexibility to work with different supervisors, departments, and companies as needed and to assist with other duties as assigned.

 

Office Management:

• Support day-to-day office operations, including managing office supplies, equipment, and maintaining a tidy work environment, including for all shared, file, and storage spaces.
• Support the coordination and management of office services such as mail distribution, document management, and office events.
• Serve as a point of contact for Corporate office for internal and external stakeholders, providing exceptional customer service.
• Support asset management for IT, electronics, vehicles and key distribution and retrieval, in coordination with the appropriate departments and companies.

 

Meeting and Event Coordination:

• Arrange logistics for meetings, including scheduling, venue arrangements, catering, and preparing and distributing electronic and print materials.
• Assist in organizing company events, seminars, and team-building activities.
• Support transportation needs of board members and executives as needed.

 

Communication:

• Draft, proofread, and send internal and external communications on behalf of executives.
• Handle phone calls, emails, and other correspondence, ensuring timely and accurate responses.
• Coordinate with Marketing & Communications department as needed for corporate events.

 

Administrative Support:

• Prepare and maintain accurate records, files, and documentation.
• Assist with project management tasks, including tracking project milestones and deadlines.
• Perform general administrative duties such as data entry, filing, and office organization.
• Serve as support and back up for the main receptionist and expeditor as needed.
• Notarize corporate documents as needed.

 

Financial and