Senior Executive Assistant

SUMMARY

This position provides direct support to CEO and manages administrative office support activities.

JOB DUTIES

• Lead all scheduling and appointment activities of the CEO, providing reminders of upcoming appointments/meetings.
• Facilitate communication between CEO, Board of Directors, and other stakeholders.
• Prepare meeting material and presentations.
• Coordinate and facilitate management team meetings.
• Coordinate all CEO travel, including airline reservations, per diem calculations, and procedural follow up needs. Oversee Board Secretary in execution of similar duties for Board members.
• Oversee Board Secretary in planning, execution, and post-meeting activities for Board of Directors’ meetings.
• Provide secretarial duties as required, such as, but not limited to: typing, copying, and maintaining accurate filing system.
• Assist in coordination of key employee gatherings/meetings, including reserving location, scheduling events, and notifying staff.
• Complete expense reports as needed.
• Assist and work with various projects as assigned.
• Assist with the planning and organizing of any Board trainings.
• Work with supervisor in coordinating administrative and departmental services.
• Maintain familiarity with IHS and BIA issues.
• Travel to meetings as required.
• Maintain confidentiality in regard to Board of Directors and Executive issues.
• Perform other duties as assigned.
• Inventory and procure supplies in support of administrative office.
• Interface with department leadership to facilitate inter-departmental tasks.
• Work with IT to maintain office equipment.

• Perform other duties as assigned.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES

• Strong leadership abilities.
• Strong understanding and sensitivity to Alaska Native culture and lifestyle, with demonstrated experience working effectively with Alaska Native population.
• Strong written, analytical, verbal, and interpersonal skills.
• Skills in operating personal computer using a variety of computer software.

• Ability to keep accurate records and produce timely and accurate written reports.
• Ability to maintain strict confidentiality.
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to establish and maintain cooperative working relationships, including outside contacts.
• Ability to work independently as well as with teams.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.
• Some college or certificate demonstrating knowledge in a related field, with a minimum of 5 years of relevant experience in positions such as Executive Assistant, Office Manager, Board Secretary, Project Coordinator, Legal Secretary, Meeting Coordinator, or Travel Coordinator.

 Preferred Qualifications: 

• Associate’s degree in business or other field.
• 7 years of experience working as an Administrative Assistant, Office Management, Board Secretary or similar position.