Job Details

Description

COOK INLET TRIBAL COUNCIL, INC.

Job Title:Executive Administrative AssistantDepartment:AdministrationReports To:Tribal and Board Relations Manager/President's Office DirectorSupervises:NoneFLSA Status:Non-ExemptPay Grade:N4Job Type:Regular, Full-TimeAKBCU: NoICPA: No

General Functions:

The Executive Administrative Assistant provides high-level administrative support to CITC's President's Council and Executive Support Team, ensuring smooth operations that align with CITC's mission and values. This position performs sensitive and confidential administrative duties while maintaining the highest standards of professionalism and customer service. Working in partnership with our people, the Executive Administrative Assistant helps develop opportunities that fulfill our endless potential by facilitating executive operations, coordinating meetings and events, and serving as a primary point of contact for internal and external stakeholders. The role requires exceptional organizational skills, discretion with confidential information, and the ability to adapt to changing priorities in a fast-paced executive environment.

Duties and Responsibilities:

• Provide professional, high-level customer service to all CITC staff, participants, vendors, and key stakeholders through effective communication and timely response.
• Answer phone calls, respond to general email inquiries, greet guests, and route all employee and visitor questions to appropriate staff members.
• Coordinate meal purchasing, delivery, and setup for meetings, ensuring timely service and appropriate arrangements for all attendees.
• Manage conference room schedules and coordinate with Facilities department to ensure rooms are properly prepared and maintained for executive use.
• Maintain fourth-floor facilities including break room, conference rooms, and board room, ensuring cleanliness and professional appearance at all times.
• Process incoming mail distribution and coordinate outgoing shipments through various carriers (FedEx, UPS, USPS) as requested.
• Maintain office supply inventory for Administration work room, fourth floor board room, and break room, ensuring adequate stock levels and timely ordering.
• Create, organize, and maintain electronic document filing systems while performing clerical functions including photocopying and document transmission.
• Provide comprehensive administrative support for the Executive Support Team, and President's Council members as needed.
• Coordinate logistics for board meetings, retreats, and special events including venue arrangements, catering orders, and material preparation.
• Prepare and process expense reports with appropriate documentation and follow-up communication for executive staff members.
• Schedule appointments and meetings while maintaining executive calendars and contact directories with current information.
• Provide real-time audio/visual troubleshooting support for executive meetings and maintain relationships with IT support contacts.
• Utilize CITC finance system to track vendor payments and maintain knowledge of payment processes, coding requirements, and purchase requisitions.
• Perform all related duties as needed and assigned.

Job Specifications:

• Type 50 words per minute accurately with knowledge of general business formats and procedures.
• Proficiency using personal computers and standard office equipment.
• Excellent written and verbal communication skills with knowledge of proper grammar, vocabulary, spelling, and proofreading.
• Outstanding public contact skills and professional telephone etiquette.
• Ability to make sound decisions and exercise good judgment in sensitive situations.
• Strong interpersonal skills with ability to work closely with personnel from all CITC departments.
• Ability to work under pressure, independently, and with minimal supervision while maintaining accuracy.
• Excellent organizational skills with ability to prioritize multiple tasks and adapt to changing work priorities.
• High degree of sensitivity and discretion regarding confidential information.
• Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.
• Flexibility and willingness to adapt to changes in systems, processes, and team organization.
• Willingness to travel and work evening/weekend hours as needed.

Minimum Core Competencies:

CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

• Continued employment is contingent upon completion of satisfactory state and federal fingerprint criminal background check.
• Associate's degree in Business Administration, Communication, Organizational Development, Human Services or related field. Relevant experience may substitute for the education requirement on a year-for-year basis.
• Two (2) years of experience working in a professional office business setting.
• Valid Alaska driver's license and insurable under CITC's automotive insurance, which requires a driver to be at least 21 years of age and have had a driver's license for at least three years.
• Maintain notary status or willingness to obtain within 90 days of hire.

Preferred Qualifications:

• Bachelor's degree in Business Administration, Communication, or related field.
• Experience supporting executive-level staff in a non-profit or tribal organization.
• Knowledge of Alaska Native and American Indian culture and community resources.
• Experience as a mentor or trainer for administrative staff.

Physical Requirements:
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.

• May require prolonged periods of sitting at a desk and consistently working on a computer with repetitive motion.
• The need to occasionally move around the office to access filing cabinets, storage cabinets, and office equipment may be necessary.
• Must be able to lift up to 25 pounds occasionally by utilizing proper lifting techniques and working in a safe manner.

Disclaimer
The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.