Administrative Assistant - UIC Corporate - UIC Alaska

COMPANY OVERVIEW

Ukpeaġvik Iñupiat Corporation (UIC) is the Alaska Native Village Corporation of Utqiaġvik, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $800M annually. UIC is projected to grow substantially in the coming years to become a top 3 company in Alaska by 2030.

We are a proud Alaska Native Corporation. Our business efforts are guided by Iñupiat values, and our success brings growth and benefits to our Iñupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities. We recruit highly qualified people to join a workforce characterized by strong leadership, competent and hard-working staff, and a superior work environment with a focus on career development, great wages and benefits.

JOB SUMMARY

Under the supervision of the Corporate Executive Assistant and Administrative Manager, the Administrative Assistant provides executive level administrative support to the UIC Corporate Office in Utqiaġvik and senior executives and departments within the company.  This includes indirect support to the President/CEO and Board of Directors, and to the overall administration of the Parent office. This position tracks and compiles information, prepares correspondence and reports, handles confidential information, maintains supply and equipment inventory, and supports accounting, travel, and meeting functions.  The Administrative Assistant must ensure high standards of professionalism and performance at all times and requires exceptional organizational skills, attention to detail, and the ability to handle a variety of tasks in a fast-paced environment. The ideal candidate will be a proactive problem-solver with strong communication skills and a commitment to maintaining confidentiality.

CAREER LADDER DEVELOPMENT TRACK

This position is included in a Career Ladder Development Track designed to provide for advancement within the UIC family of companies. Progression and advancement in your career with UIC will be based upon factors such as longevity, continuing education, skills, knowledge, and responsibility associated with each job in the Career Ladder Development Track. Each track is designed to advance your career to move vertically within the UIC family of companies.

ROLES & RESPONSIBILITIES

Executive Support:

• Manage and schedule appointments, meetings, and travel arrangements for senior executives and board members.
• Prepare and edit correspondence, reports, and presentations as needed, including for board meetings.
• Handle confidential information with discretion and maintain the highest level of professionalism.
• Demonstrate flexibility to work with different supervisors, departments, and companies as needed and to assist with other duties as assigned.

Office Management:

• Support day-to-day office operations, including managing office supplies, equipment, and maintaining a tidy work environment, including for all shared, file, and storage spaces.
• Support the coordination and management of office services such as mail distribution, document management, and office events.
• Serve as a point of contact for Corporate office for internal and external stakeholders, providing exceptional customer service.
• Support asset management for IT, electronics, vehicles and key distribution and retrieval, in coordination with the appropriate departments and companies.

Meeting and Event Coordination:

• Arrange logistics for meetings, including scheduling, venue arrangements, catering, and preparing and distributing electronic and print materials.
• Assist in organizing company events, seminars, and team-building activities.
• Support transportation needs of board members and executives as needed.

Communication:

• Draft, proofread, and send internal and external communications on behalf of executives.
• Handle phone calls, emails, and other correspondence, ensuring timely and accurate responses.
• Coordinate with Marketing & Communications department as needed for corporate events.

Administrative Support:

• Prepare and maintain accurate records, files, and documentation.
• Assist with project management tasks, including tracking project milestones and deadlines.
• Perform general administrative duties such as data entry, filing, and office organization.
• Serve as support and back up for the main receptionist and expeditor as needed.
• Notarize corporate documents as needed.

Financial and Budgetary Tasks:

• Assist with budget tracking, expense reporting, and invoice processing.
• Coordinate with finance departments to ensure timely and accurate processing of financial transactions, including for accounting and payroll.

KNOWLEDGE, SKILLS & ABILITIES:

• Excellent administrative and organizational skills.
• Excellent verbal and written communication skills.
• Proven dependability and ability to manage a large workload with competing priorities.
• Ability to work independently with minimum supervision.
• Ability to work effectively and productively with different employees, representatives of other organizations, and the public.
• Excellent administrative and clerical skills, with some experience in word processing, managing files and records, note taking, designing forms, and other office procedures and terminology.
• Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, SharePoint, PowerPoint, and various online travel applications.
• Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Dependable performance and punctual attendance.
• Travel might be necessary, both in state and out of state.
• Ability to be available for some evening/weekend/holiday for large company events, annual meetings, and busy periods.
• Demonstrated ability to maintain confidentiality.
• Experience working within an Alaska Native Corporation preferred.

QUALIFICATIONS

• High school graduate or equivalent required; associate or bachelor’s degree preferred for the career ladder development track.
• Three years professional administrative experience required; up to 10 years professional administrative experience for the career ladder development track.
• Must have valid Alaska Driver’s License.

Authorized Driver Requirement

• Employee must possess a valid driver license and pass Smith Driver Training within one year of hire.
• Individuals with one or more serious violations (DUI/DWI) shall not be authorized to drive vehicles, including company, personal or rental cars to conduct company business.
• Employee must follow the UIC Authorized Driver Policy and Procedures regarding approved vehicle usage.

Drug and Alcohol Testing Programs

• All employees must pass Non-DOT pre-employment drug screening and follow all Non-DOT Drug and Alcohol Testing Program guidelines and requirements.
• If working on a DOT project, employees must pass a DOT pre-employment drug screening and follow all DOT Drug and Alcohol Testing Program requirements.

Equipment Used

Common office equipment such as:

• Computers, tablets, and smart phones
• Print/Copy/Scan/Fax Machines
• Telephones, teleconferencing systems, and videoconferencing systems

WORK ENVIRONMENT & CONDITIONS

This position is based in Utqiaġvik, Alaska, with travel to Anchorage, Alaska, statewide, and throughout the Lower 48 as needed.  Typical office setting in a large office building.  Work is generally sedentary in nature, but may require frequent standing and walking. Occasional travel to construction sites.  May be subject to environmental conditions of a general office setting/construction setting.

Physical & Mental Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to read text on a computer screen and hard copy, stand or sit, talk, and hear.

The employee is occasionally required to stand, walk, and reach with hands and arms.

Exposure to moderate levels of noise in a well-lit, well-ventilated, and moderately paced office environment.

The employee must regularly lift and/or move up to 20 pounds.

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