Executive Administrative Assistant/Special Projects Coordinator Job Kodiak area,Alaska USA,Administrative/Clerical

Executive Administrative Assistant/Special Projects Coordinator

REPORTING STRUCTURE

Department:
Administration

Reports to:

Executive Director

DISTINGUISHING FACTORS

Incumbent must display a high degree of professional courtesy and respect to internal and external customer as a highly visible and public face of the Authority. Incumbent must be highly organized, outcome driven, timely, responsible, detail oriented, and professional in manner;
Provide high quality administrative and clerical support to the Executive Director (ED) and, by extension, to the Board of Commissioners (BOC) and the Executive team;
Assists ED, BOC, and Executive team members with internal and external communications;
Schedules and organize meetings and manages calendars;
Organizes and manages authority events;
Schedules travel for BOC and Staff; and may manage a company credit card for approved business purchases on occasion and must understand and follow all applicable finance procedures and internal controls. Incumbent must have a good working knowledge of all aspects of secretarial functions, including a working knowledge of computers with emphasis on Microsoft 365 and Adobe software. Position must responsibly handle and protect confidential information.

Special

Projects Coordinator

These duties support the KIHA with special projects and duties that support partnerships within the community and tribal partners. This position provides support to the Executive Director and is responsible for activities associated with the implementation of new programs, projects and activities as it relates to the villages and housing participants served by KIHA. Develop strategies that support partnerships in grant writing, grant budgeting, report, and growth in all program areas including assessments of needs, project/program planning to meet KIHA’s Mission Statement.

ILLUSTRATIVE

TASKS

Responsible for providing professional administrative and clerical assistance to Executive Director, Board of Commissioners, and Executive Team; prepare and proof organizational documents, correspondence, and contracts for publishing or signature.

Responsible for managing the Executive Director’s calendar and schedule; schedule and facilitate meetings; screen or follow up on phone and email inquiries per the Executive Director.

Responsible for always presenting a professional and customer-oriented manner to internal and external customers and the Board.

Attend meetings in lieu of the Executive Director when directed; provide notes and relay questions or comments directed at KIHA to the Executive Director.

Responsible for typing and proofing documents as directed by Executive Director; typing all KIHA policies and maintaining up-to-date edition of policy books.

Responsible for providing administrative and clerical support for the BOC. This includes coordinating bi-monthly meetings, preparing and proofing meeting packets, supporting documents, requested research, meeting minutes, and drafting resolutions for action by the BOC. Additional BOC-related duties include arranging travel for the Commissioners and providing limited technical support.

Responsible for arranging and coordinating all organizational meetings including travel, lodging, meeting space, meeting support, and meeting facilitation.

Responsible for arranging all off-island travel, lodging, and per diem for the Executive Team.

Responsible for collecting all forms of data, information, documents, and other research items at the direction of the Executive Director.

Responsible for problem solving administrative and delegated tasks.

Responsible for working professionally and effectively with internal and external partners, applicants, tenants, and participants;
Responsible for providing respectful and timely customer service.

Other duties as assigned by the Executive Director.

KEY RELATIONSHIPS

Works closely and professionally with Board of Commissioners to provide necessary information and support.
Provides direct support of the Executive Director on a wide range of administrative, operational, and special project needs.
Works closely and professionally with all internal staff to ensure smooth organizational communications and administration operations.
Develop and maintain professional working relationships with administrative staff of partner organizations or project partners to ensure smooth communications and information flow for Executive Director.

SKILLS AND COMPETENCIES

Ability to type 40+ wpm
Must be highly organized and capable of managing multiple priorities.
At least two years of advanced computer experience, with an emphasis on Microsoft Windows 365 and Adobe Acrobat Pro.
Must be highly motivated and capable of working under pressure within prescribed time frames.
Must be detail oriented and capable of generating and proofing error free documents.
Must be able to maintain a professional manner at all times and under pressing circumstances.
Must handle highly…

Executive Administrative Assistant​/Special Projects Coordinator

Executive Administrative Assistant/Special Projects Coordinator