Job Details

Administrative Assistant

The Administrative Assistant performs a variety of technical administrative support, interfaces with the supervisors, and acts as a liaison between the North Slope and Anchorage offices. The candidate must be able to multi-task, assess priorities, and be detail oriented as well as have excellent organizational, customer service, and communication skills.

Essential Duties:

• Handles confidential and time sensitive materials, professionally.
• Contributes to the team by ensuring all duties are completed accurately, professionally, and timely. Anticipates the needs of others in order to ensure a productive work environment.
• Provides support to management, staff, and visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.
• Assists in the preparation, generation, and distribution of reports, presentations, meeting minutes, correspondence, etc. Assistance may include drafting, formatting, and proofreading for completeness, consistency, and clarity.
• Creates and/or maintains an effective and efficient electronic and physical filing system.
• Handles a variety of office tasks, including, but not limited to, receiving, sorting and distributing mail; photocopying, scanning, and printing documents on behalf of others; assisting others in the operation of office and meeting equipment; submitting and reconciling expense reports; coordinating with other administrative staff to maintain office supplies.
• Provides scheduling support by booking meetings and preventing conflicts; scheduling and preparing meeting rooms, greeting and assisting visitors; providing support operating the teleconference, videoconference, and other electronic equipment; scheduling and/or coordinating catering; preparing meeting materials; recording and transcribing meeting minutes, proofreading and finalizing minutes. These tasks may include contact with members of state and local agencies, project stakeholders, and members of the public.
• Makes travel arrangements, such as booking flights, cars, and making hotel and other reservations.
• Other duties will be assigned to this position as needs require.
• Comply with Company and customer policies and procedures.
• Support AES zero-incident safety culture and assume personal accountability and responsibility for safe work practices in all projects, activities, and operations.

Required Experience:

• High school diploma or equivalent
• Have a valid driver's license or ID
• Have a minimum of 1 year of experience working in an administrative support role
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable learning new software systems.
• Strong attention to detail and accuracy.
• Ability to organize and prioritize tasks in a fast-paced environment.
• Excellent time management and organizational skills.
• Ability to work independently with minimal supervision.
• Previous experience in administrative or clerical roles, preferably with document management responsibilities, is a plus.
• Knowledge of document retention policies and data protection practices is a plus.