Kenaitze Indian Tribe
  • Executive Office
  • Kenai, AK, USA
  • Salary
  • Full Time

Executive Assistant

Dept./Program: Executive Office

Division: Executive Office

Reports To: Executive Director

Revision Date: 1/18/2017

Employment Status: Full Time

FLSA Status: Exempt Administrative

Schedule: Exempt

Job Summary

The Executive Assistant provides high level administrative support to the Executive Office. The Executive Assistant is responsible for assisting and supporting through the coordination of meetings, travel arrangements, annual strategic and operational planning and distributing information from the Executive Office to staff. The Executive Assistant performs a wide variety of administrative functions: answers telephone, draft correspondence, filing, coordinate travel and greeting visitors to the Executive Office.

Essential Functions

  • Monitor and assist with email and written correspondence for the Executive Director. Act as a liaison for correspondence between the Executive Office and Division Directors, staff, Tribal Members and other external customers.
  • Fields phone calls and routes as appropriate
  • Open and date stamp, review and prioritize all of the Executive office mail and requests for signature
  • Create and manage the mailing list for the Executive Office
  • Prepare documents and correspondence for the Executive Director's signature
  • Create meeting agendas and take meeting minutes for Director level meetings
  • Assist the Executive Director, Director of Operations, and Division Directors in the coordination of annual strategic and operational planning
  • Create and maintain databases as directed
  • Make all travel arrangements, complete Travel Authorization Forms and complete trip reports for the Executive Director and Director of Operations
  • Be a Notary Republic for the Kenaitze Indian Tribe
  • Receives community and Tribal Member's comments and concerns for the Executive Office

It is the intent of this job description to highlight the essential functions of the position; however, it is not an all-inclusive list. The incumbent may be called upon and required to follow or perform other duties and tasks requested by his/her supervisor, consistent with the purpose of the position, department and/or the Kenaitze Indian Tribe's objectives.

Working Conditions

Lifting Requirements

Sedentary work Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Physical Requirements

  • Stand or Sit (Stationary position)
  • Use hands/fingers to handle or feel (Operate, Activate, Use, Prepare, Inspect, Place, Detect, Position)
  • Stoop, kneel, crouch or crawl (Position self (to), Move)
  • Talk/hear (Communicate, Detect, Converse with, Discern, Convey, Express oneself, Exchange information)
  • See (Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess)
  • Pushing or Pulling
  • Repetitive Motion

OSHA Categories

Category III Normal routine involves no exposure to blood, body fluid or tissue and as part of their employment, incumbents are not called upon to perform or assist in emergency care or first aid

Equipment and Tools

Equipment used for job: Computer, copier, fax, scanner, and other office equipment

Drives KIT or Personal Vehicle: Personal Vehicle

Travel

  • Local

Travel between Tribal locations may be required.

Qualifications

Education

  • Associates Degree in business, management, communication or related field

Experience

  • Five years of executive level administrative experience
  • Office management experience, preferred

License/Certification

  • Requires Alaska driver's license and remain insurable under Kenaitze Indian Tribe's policy

Special Skills

  • Working knowledge of Microsoft Word, Excel and Outlook
  • Excellent organizational skills
  • Ability to type 50 wpm
  • Excellent oral and technical writing communication skills
  • Excellent customer service skills
  • Active listening skills
  • Ability to handle customer complaints and other conflicts in a professional manner
  • Ability to prioritize multiple projects and deadlines
  • Ability to manage change and adapt to priority shifts
  • Ability to exercise extreme discretion and follow confidentiality policies and regulations
  • Willingness to learn the language, culture and history of the Dena'ina people
  • Ability to lift program materials weighing up to 30 pounds
  • Observes and maintains confidentiality in accordance with KIT policy
  • Knowledge and experience working with Alaska Native/American Indian people preferred
Kenaitze Indian Tribe
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