Job Description

Reporting to the Senior Director of Administration & Corporate Initiatives, the Senior Executive Assistant provides high-level administrative support for the Senior Director of Administration & Corporate Initiatives, other executives and Board members to ensure they can efficiently accomplish key initiatives. This position screens all visitors and determines the level of support needed while offering polite, professional customer service at all times. This position manages various calendars, and includes scheduling meetings, confirming appointments, arranging for transportation, and writing itineraries. Works closely with other Senior Executive Assistant(s) or staff in providing support. Extended hours, driving and travel is required.

Responsibilities

Project management, productivity and teamwork

• Collaborate and work with others on completing tasks and meeting project objectives.

• Contributes to the success of the team by working independently and assisting others to complete tasks within the given constraints of the assignment.

• Works under pressure to handle a variety of activities and confidential matters with discretion.

• Engages with team to improve planning, collaboration, and communication to achieve the successful outcome.

• Escalate issues or concerns through the chain of command.

General and Executive Level Support

• Works closely with and provides high level administrative support to Executives in the Anchorage office, including the NANA’s President and Chief Operations Officer and their staff.

• Executive level support may include but is not limited to meeting support, compiling reports, drafting correspondence, emails, preparing packets, presentations, and meeting minutes.

• Leads, coordinates, or participates in various tasks or projects as assigned.

• Receives and processes out of region corporate giving requests, including homeless travel assistance requests from shareholders. Collaborate with others to coordinate or process requests. Cross trains others and coordinate coverage when absent. May provide coverage and support as needed for other corporate giving requests.

• Driving may be required to complete tasks and may require the safe transportation of others.

• May have supervisory responsibilities as identified by the Senior Director of Administration.

• Carries out duties in a manner that respects a high level of confidentiality, discretion, and professionalism.

Meeting and Event Support

• Meeting support includes, but is not limited to, board and committee meetings, Regional Elders Council, Iñupiaq Language Commission, Northwest Arctic Leadership Team, NANA senior management meetings.

• Leads and/or provides meeting or event support which requires teaming with individuals or external organizations to plan and schedule events or meetings.

• Logistical support for meetings or events may include working effectively with a wide variety of vendors and individuals to ensure a successful meeting or event.

• Works closely with venue and submits contracts for approval. Review contract, charges, and code invoices prior to submitting for approval.

• Extensive hours, driving and travel are required to support meetings and events. Support requires arriving early and staying late.

Financial Accounting Support

• Prepare expense reports, code invoices, check requisitions or other requests for approval. Tracks changes and confirms adjustments are made. Works in a collaborative manner with accounting and other departments to process invoices.

• Is familiar with administrative department budgets. Ensures proper coding and approval from department budget leads.

• May have purchasing authority within established budgetary guidelines.

• Other duties that are pertinent to the team, department or companies’ success may also be assigned.

Qualifications

• Must be a NANA Shareholder.

• Bachelor’s degree in business administration or related field of study, relevant work experience may be substituted on a year for year basis for the required college degree.

• Minimum of five (5) years of relevant work experience directly supporting senior level executives.

• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook). (Testing will be conducted to assess candidates’ proficiency.)

• Expert level verbal and written communication skills.

• Exceptional organizational skills and impeccable attention to detail.

• High degree of professionalism in interacting with diverse groups of people, board members, senior executives, staff, community leaders, partners, Shareholders, etc.

• Ability to complete a high volume of tasks/projects and able to work independently with minimal guidance.

• Ability to react with appropriate levels of urgency to situations or events that require quick response or turnaround.

• Able to maintain a high level of integrity and discretion in handling confidential information.

• Excellent judgement is essential.

• Ability to regularly exercise discretion in matters of importance to the organization within broad parameters.

• Forward thinker, who actively seeks opportunities and proposes solutions.

• Moderate complexity encountered regularly, requiring reliance on technical expertise, previous experience, and analytical and problem-solving skills.

• Alaska Driver’s license with an insurable driving record acceptable to NANA’s insurance carriers.

• Familiar with the geography, culture, and people of NANA Region.

Preferred Requirements

• Supervisory experience.

• Project management experience.

Working Conditions and Physical Requirements

Weather: Indoors - environmentally controlled; requires most or all work to be done inside.

Noise level: The noise level in the work environment is usually that of a standard office atmosphere.

Description of environment: Office building with standard office environment.

Physical requirements: Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.

Travel: Employee may travel up to 25% to various locations within the U.S. and/or remote locations and may be required to use alternative modes of transportation, including but not limited to snow machines, boats, small airplanes and ATVs.

Equal Opportunity Employer NANA Regional Corporation, Inc. and its subsidiaries are equal employment opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender (including pregnancy, gender-identity and sexual orientation), age, disability, genetic information, veteran protected status or any other characteristic protected by applicable law. NANA grants employment preference to shareholder of NANA, their spouses and descendants to the extent allowed by law.

Accommodation Requests for Job Seekers with a Disability. If you are a job seeker with a disability and require accessibility assistance or an accommodation for any part of the employment process, contact us at recruiting@nana.com or 1-800-478-2000.

Default: Location : Location US-AK-Anchorage

Job ID 2024-13751

Work Type On-Site

Work Location Anchorage