Executive Administrative Assistant

Description

The Executive Administrative Assistant is responsible for supporting the day-to-day needs and functions of Sitnasuak Native Corporation’s Chief Executive Officer (CEO) and Chief Administrative Officer (CAO) and administers donations. This includes administration and management of Board of Directors and executive’s schedule, travel arrangements, meeting coordination, and other office services as needed.

• Manage the activities of the office of the CEO/CAO to ensure day-to-day operations are organized and efficient, handling executive requests and queries appropriately.
• Operate with the highest level of confidentiality in matters related to the corporation, executive function, Board of Directors and Officers.
• Serve as initial contact point for shareholders, employees, and business partners wishing to meet/talk with CEO.
• Manage and coordinate the inflow and outflow of visitors to the CEO and maintaining contact lists.
• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
• Responsible for all administrative functions in support of the office of the CEO, which include assisting the CEO with written correspondence, preparing internal and external corporate documents for team members and industry partners, and scheduling meetings and appointments for the CEO.
• Coordinate and organize travel and accommodation as needed.
• Attend management team meetings, take notes, and compile the action list for Leadership.
• Maintain an organized filing system electronic document utilizing SharePoint technology.
• Carry out special assignments and projects.
• Provide research on various topics and projects as needed.

• Assist in maintaining board meeting annual calendar and coordinates board meetings based on calendar.
• Provides comprehensive administrative support to the SNC Board as requested.
• Utilizing technology and the SNC Board Collaboration SharePoint site:
• Assist with the development and assembly of meeting packets for boards and committees.
• Assist in maintaining the board “open items” list.
• Assist in maintaining a summary of motions and action items after all assigned board and committee meetings and tracks all agenda items for all assigned boards and committees.
• Assist in formatting and maintaining records for all resolutions adopted by all assigned boards and committees.
• Assist in organizing and maintaining cloud-based filing system for all assigned boards and committees.
• Assist in transcribing meeting minutes for all assigned boards and committees.
• Before and during board meetings:
• Assist in roll call during board and committee meetings.
• Assist in requesting per diem checks for board.
• Coordinates board room use, and stocks supplies.
• Coordinates IT support for board and committee meetings.
• Assist in logistical support for board and committee meetings and arrange travel as needed.
• Assist with maintaining the SNC and Subsidiary Corporate Books.

• Review incoming donation requests to ensure it aligns with Sitnasuak’s policy requirements and review with CEO/CAO to follow up with those requesting donations.
• Regularly monitor the application of the policy to ensure compliance and effectiveness. This involves tracking donations, assessing their impact, and identifying any issues or areas for improvement.
• Prepare and submit regular reports on the status and outcomes of the donation policy to Leadership and during board meetings. This includes documenting the number and types of donations received, their utilization, and any feedback from beneficiaries.

• Work as a “team-player” with employees and co-workers in a respectful and supportive manner.
• Conform with and abide by all regulations, policies, work procedures, safety rules and instructions.
• Maintain strict confidentiality.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

This job has no supervisory responsibilities

• Knowledge of Alaska Native Claims Settlement Act (ANCSA) and ability to adhere to Alaska statutes…