The Executive Coordinator works in partnership with the Executive Support Team to offer the highest level of support aligning with organizational mission, vision and values. The position performs varied complex clerical and administrative duties of a sensitive and confidential nature, as well as having interaction with a diverse group of internal and external contacts at all levels. If you have solid C-Level experience and a poised, polished demeanor, please send your resume via the 'reply' button at the top left of the post today, we would like to meet you!
Duties and Responsibilities:
Provides high level administrative support
Composes, edits, types and revises letters, legal documents, various reports and other material as necessary. Screens incoming calls, takes messages, refers calls appropriately and responds to routine callers.
Screens mail, routes and/or copy/scan for appropriate departments.
Makes decisions about priority correspondence received by mail and telephone. Prioritizes projects.
Schedules appointments and meetings, maintains daily calendar and contact directory.
Coordinates travel arrangements
Prepares expense reports and follow-up communication related to expenses
In coordination with the Leadership Team, develops agendas for meetings. Oversees preparation of materials for inclusion in meeting packets. Assembles packets and coordinates delivery of packets for all meeting members. Responsible for all meeting notices and ensuring all correspondence is sent appropriately and in a timely fashion.
Responsible for recording meeting minutes.
Under direction arranges retreats, Board meetings, special meetings and other special functions.
Assists with special projects and meetings; provides back up support to other members of the Executive Support Team
Works in a multi-disciplinary team environment with the organization.
Serves as a liaison between organizational staff and Board, employees, community and external partners.
Manages short term special projects (up to six months).
Makes meaningful improvement to services, program and processes and/or organizational effectiveness that create new value for participants and employees.
Acts as a resource, mentor, and trainer for all new employees to the department.
Manages long term special projects (up to one year).
Performs as the step-up manager in the event the Chief of Staff is unavailable.
Bachelor's degree in Business Administration, Communication, Organizational Development, Psychology, or related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
Three to five years of progressive experience working as a receptionist or assistant in a professional office setting; or
Any combination of training and experience that provides the necessary skills, knowledge and abilities.
Proficient with computer programs and standard office equipment
50wpm accurate typing speed
Advanced verbal and written communication skills to include proper grammar, good vocabulary, spelling and proofreading skills
Knowledge and/or interest in learning about Alaska Native and American Indian culture and community resources.
Valid Alaska driver's license and be insurable under organizational automotive insurance.
At least two years of supervisory experience.
Work experience supporting C-Level Executives and Boards in a Non-profit organization.
Work experience with legal, regulatory, insurance, risk management and contract compliance.
All qualified candidates who meet or exceed the above Position Qualifications or have relevant experience will be contacted.
AES matches job seekers with opportunities in which they are recognized and rewarded for their experience, skills and abilities. AES is proud to be an Alaskan-owned company building relationships on integrity and trust since 1977. Our Services are always FREE to candidates.
AES provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. While working within the parameters of an Alaska Native Organization, hiring preference will be given to shareholders/spouses/descendants and other Alaska Natives in accordance with Public Law 93-638.
POSITION OPEN UNTIL FILLED
Principals only. Recruiters, please don't contact this job poster.
do NOT contact us with unsolicited services or offers