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Senior Executive Assistant NANA - Kotzebue, AKDescriptionSummaryReporting to the Vice President of Administration, the Senior Executive Assistant provides high-level administrative support for the Vice President of Administration, other executives, and Board members to ensure they can efficiently accomplish key initiatives. This position keeps the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items. This position screens all visitors and determine what level of support they need while offering polite, professional customer service always. This position manages executive’s calendars, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation. This position will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position will work independently as a backup support for the Front Desk Management in the absence of the Administration Office Manager. Works closely with other Senior Executive Assistant(s) in the Kotzebue location.Essential Duties General and Executive Level SupportWorks closely with and provides high level administrative support to Executives in the Kotzebue office.
Interfaces with NANA’s President and Chief Operations Officer
Executive level support may include but is not limited to compiling reports, drafting correspondence, emails, preparing packets, presentations, and meeting minutes.
Leads or participates in various projects as assigned.
Reviews and processes incoming regional corporate giving requests. Works closely with other individuals and departments to process requests.
Support includes driving to complete tasks and the safe transportation of others.
Will have supervisory responsibilities as identified by the Vice President of Administration.
Meeting and Event SupportMeeting support includes, but is not limited to, board and committee meetings, Regional Elders Council, Iñupiaq Language Commission, Northwest Arctic Leadership Team, NANA Informal’s, NANA Annual Meeting’s, NEST activities, and 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. Extensive driving may be required to pick up and transport guest attending meetings.
Financial Accounting SupportPrepare expense reports, code invoices, check requisitions or other requests for approval. Tracks changes and ensures adjustments are made as required. Works in a collaborative manner with accounting and other departments to process invoices.
Assist with developing and maintaining budgets.
May have purchasing authority within established budgetary guidelines.
Front Desk Management Back Up SupportResponsible for oversite of building and safety protocols, reception services, mail handling and general office equipment, supplies and general upkeep.
Manages conference room schedules.
Manages vehicle use schedules.
Assists shareholders and visitors with clerical support as needed.
Maintain supply, reception waiting area, computer stations areas clutter free, clean, and organized.
Other duties that are pertinent to the department or unit’s success also may be assigned.QualificationsMinimum RequirementsMust 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 evens 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 RequirementsSupervisory 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.Required LanguageEqual Opportunity Employer/Shareholder PreferenceNANA Regional Corporation is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran protected status, or any other characteristic protected by applicable law. NANA grants employment preference to shareholders of NANA and their spouses and descendants to the extent allowed by law.It is NANA Regional Corporation policy to conduct background checks, drug testing and a physical assessment, as applicable, once an offer has been accepted, in accordance with company and/or contract requirements.Accommodation RequestIf you are a job seeker with a disability and require accessibility assistance or an accommodation to apply for one of our jobs, please submit a request by telephone or via email. To appropriately assist you with an accommodation, we ask that you please specify the assistance needed in order to access our jobsite and post for a position. The dedicated email and telephonic options are listed below and are reserved only for individuals with disabilities needing accessibility assistance.To request an accommodation by telephone, contact us at: 1-800-478-2000To request an accommodation by email, contact us atrecruiting@nana.comJob: Business AdministrationCompany: NANAPrimary Location: US-AK-KotzebueShift: Day JobClosing Date (Period for Applying) - External: Aug 25, 2022, 11:59:00 PMReq ID: ADM00283
