Alaska Native Heritage Center Logo

Administration

Executive Assistant Admin

JOB STATEMENT/PURPOSE:

The Executive Assistant serves as the primary point of contact for the President & CEO,  and the Board of Directors.  Also supports the Development, Program and Administration departments. The primary responsibility of the Executive Assistant is to provide administrative support to the President & CEO. Executes a variety of administrative tasks crucial to the efficient operation of the organization and handles critical and confidential details and data. Performs a variety of administrative assignments exercising independent judgement and initiative in support of the President & CEO.  Has the ability to exercise good judgement in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. Ability to maintain a realistic balance among multiple priorities is imperative. Demonstrates a solid working knowledge of Alaska Native Heritage Center,  structure including policies and procedures as well as extensive secretarial function, knowledge, and ability.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. Provide comprehensive support services to the President & CEO ensuring outstanding communication and responsiveness including sophisticated calendar management, prioritizing inquiries and requests, and ensuring smooth day-to-day engagements
  2. Support the President & CEO in strategic communications, organizational strategy, and all other special projects as assigned, including basic research and summaries of interest to senior leadership.
  3. Works with the Donor Perfect data base maintaining constituent records and enter donor gifts.
  4. Help plan all events or meetings of the President & CEO and ensure that all necessary support and arrangements are provided.
  5. Keep staff and Board informed of meetings, agendas, and actions as required.
  6. Participate in sorting and distributing incoming mail and other materials and prepare for appropriate and timely responses by the President & CEO.
  7. Support President & CEO with internal and external communications including preparing and edit correspondence, presentations, reports, and memos
  8. Prepares materials for board meetings and ensures timely completion of required governance documents
  9. Manage all scheduling and travel logistics for President & CEO
  10. Complete expense reports and manage correspondence with vendors
  11. Maintain quality filing and communications systems including, document management, and archiving
  12. Support President & CEO with donor/funder questions
  13. Assist in receptionist and front desk duties, work schedule 8am – 5pm and provides phone coverage and back-up.
  14. Stays abreast of impactful, local news and advises President & CEO.
  15. Other duties as assigned.

ESSENTIAL SKILLS and KNOWLEDGE:

  1.  Associates degree or professional certification in related field plus three years of comparable experience in executive administration and board administration and/or equivalent combination.
  2. Familiarity with non-profit sector
  3. Strong interpersonal skills with the ability to take initiative, multi-task, be a team-player, be flexible, adapt to shifting priorities, and prioritize work
  4. Excellent communication skills, both verbal and written
  5. Demonstrated writing and analytical skills
  6. Excellent organizational skills, commitment to accuracy and attention to detail
  7. Ability to access a wide range of sources and networks for information
  8. Good judgment and ability to function independently
  9. Good working knowledge of all Microsoft Office applications, scheduling and basic survey tools
  10. Ability to handle sensitive and confidential situations with diplomacy
  11. Highly experienced in electronic communications
  1. Knowledge of Alaskan Native culture, customs and languages preferred. 
  2. Have basic understanding of ANHC’s mission, direction, and history or be willing to receive training.

OTHER RESPONSIBILITIES:

  1. Additional duties as assigned based on needs of the business.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

Weather:

  1. Indoors: Primarily in an environmentally controlled office, on or off-site;

Noise level:

  1. Quiet to moderate

Physical requirements:

  1. Employee is required to lift and/or move up to 25 lbs.
  2. 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.