Special Assistant - Goldbelt

Summary:

Performs a variety of specialized, complex, and confidential administrative assistance duties in support of board meetings with an eye for continual process improvement and efficiency.

Necessary Skills and Knowledge:

• Experience working under pressure and managing multiple competing tasks and priorities
• Demonstrated ability to take initiative and contribute to the goals of a dynamic and growing organization
• Ability to learn and anticipate the needs of executives and board members.
• Ability to be self-directed, take ownership, and see projects to completion in a timely manner
• Excellent interpersonal skills, and a strong customer service skills
• Excellent writing, copy editing, and formatting skills
• High degree of personal and professional integrity and the ability to work with confidential information
• Ability to work collaboratively, exercising good judgment, decision-making, and problem-solving skills to achieve shared goals.
• Strong project management, organizational skills, and attention to detail.
• Appreciation for how short-term projects contribute to successful implementation of long-term strategies
• High-level of proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, TEAMS, and SharePoint) and Adobe Pro, and ability to quickly adapt to new technologies
• Ability to take part in occasional meetings and events outside of core business hours
• Ability to embrace change, learn quickly, and thrive in a dynamic corporate environment
• Skill in working harmoniously within cross-functional teams to achieve common objectives
• Ability to prioritize tasks, manage multiple projects, and meet deadlines
• Possesses attention to detail and effective problem-solving skills
• Must have the ability to communicate effectively and diplomatically, both verbally and in writing, with co-workers and with outside agencies, partners, shareholders, and business associates
• Strong cultural awareness and sensitivity, with the ability to adapt messages and strategies for diverse audiences

Minimum Qualifications:

• Associate degree in business and/or related field OR equivalent years of experience 
• Minimum 4 - 5 years of professional business experience related to administrative work and corporate records management, OR Any equivalent combination of experience, training, and/or education
• Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives
• Ability to successfully pass a background check
• A valid driver’s license and an acceptable driving record

Preferred Qualifications:

• Bachelor’s degree in business; AND Five (5) years of professional business experience related to administrative work and corporate records management
• Previous experience working with Alaska Native Corporations (ANCs) and/or previous exposure to Alaska Native cultures

The salary range for this position is $75,800 - $94,700

Pay and Benefits

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. Our annual incentive compensation plan is designed to reward your contributions to Goldbelt's success. It's a profit-sharing initiative tied to our strategic objectives, demonstrating that your efforts directly impact our achievements. As an employee, you'll also enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.

Essential Job Functions:

• Board administrative support
  • Maintains Board SharePoint site to the approved standards
  • Plan logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology
  • Compose and prepare minutes and reports
  • Responsible for filing, maintaining, and safeguarding all board files, including but not limited to, resolutions, agendas and minutes
  • Assisting with coordination of travel, car rental, hotel arrangements, and hotel conference room bookings including catering and meeting details
  • Prepare and process Board of Directors board fee requests, travel expense reimbursements, reconciliation, per diem in accordance with bylaws and accounting requirements
• Board and committee meetings support
  • Attend Board, Committee, and Trust meetings as required or requested and take notes on due outs, minutes updates or changes, and follow up on projects. Attend meetings outside of established working hours when necessary
  • Prepare, publish, and post agendas, meeting notices and other related materials; assemble board packets by electronic and paper packets. Prepare and disseminate all documents for board meetings
  • Compose, edit, design, and format official documents
  • Maintains discretion with confidential in relationship with all board members.
  • Adhere to compliance with applicable rules and regulations set by bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format

• Executive Management and general support

  • Perform special projects as assigned by the Corporate Secretary and other related duties as required
  • Provide back-up coverage for the administrative staff during vacation and sick leave absences and handle as many of the duties of that position as time allows
  • Responsible for maintaining office supply stock and is the point of contact for ordering business cards for corporate employees
  • Responsible for maintaining the supplies for shared kitchen/breakroom including but not limited to coffee supplies, paper supplies, and ensuring a clean space for board meetings
  • Notarize documents and maintain the State of Alaska Notary Commission
  • Ability to learn and understand basic Robert’s Rules of Order
  • Other duties as assigned