Executive Assistant - Arctic Operations & Development

Overview

Company OverviewUkpeaġvik 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 Executive Assistant provides executive level administrative support to the Vice President of Arctic Operations & Development (AO&D).  The Vice President of AO&D relies upon this person to serve as the administrative extension of the Vice President and to assist in the direct and indirect management of the AO&D holding company and its subsidiary companies, current and future.  The Executive Assistant facilitates the 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 Vice President of AO&D in coordination with the executive management and support staff, as needed.
• Responsible for the coordination, management, and accuracy of the Vice President of AO&D’s executive calendar, including meetings, appointments, events, and contacts.
• Assist in the preparation and delivery of effective, accurate, and polished presentations for the Vice President of AO&D and other assigned executives, which may include emails, memos, reports, and presentations.
• Coordinate and collaborate with internal and external teams to ensure that projects and tasks align with the AO&D and UIC's goals and objectives.
• Facilitate communication between the Vice President of AO&D, executives, staff, and external stakeholders, including responding to inquiries and requests, drafting and sending correspondences, and managing phone and emails communications.
• Coordinate communications and schedules between the President/CEO, the Board of Directors, and executives, as needed.
• Screen and prioritize phone calls, mail, and other incoming communications for the Vice President of AO&D, responding independently when appropriate.
• Prepare, or assist in the preparation of the AO&D budgets, including tracking expenses and processing invoices.
• Prepare, or assist in the preparation of expense reports, travel authorizations, travel vouchers, and mileage logs for the Vice President of AO&D, executives, and staff.
• Ensure travel arrangements for the Vice President of AO&D, executives, and staff are setup in a timely manner.
• Ensure compliance with management and policies relating to travel, expenses, records, meeting conduction, and other matters.
• Manage staff requests for meetings and other matters relating to the Vice President of AO&D.
• Attend meetings as requested by the Vice President of AO&D, 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 and Vice President of AO&D’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 administrative support to the Stock Department for Annual Meetings and Shareholder Informational Meetings, as needed.
• Provide administrative support to the executive team as needed.
• Ensure efficient and effective administrative support in the AO&D offices, including managing schedules, meetings, correspondences, office supplies, and other administrative functions.
• Supervise AO&D clerical support and other support staff, as required. Coordinates with other clerical and administrative staff across corporate departments and subsidiaries to achiev