Administrative Assistant I - Shareholder Only - AI

Summary

The Administrative Assistant provides administrative and logistical support for the legal compliance, governance, and administrative and executive support functions of the Legal Department. The Administrative Assistant works within general policies, procedures, methods, and practices in assisting with the Department’s operations and provision of services to the Board of Directors, senior management, and the Ahtna Family of Companies.

The pay range for this position is $22.36-$26.60/hour.

Please Note: This position is open to Shareholders only.

Essential Duties and Responsibilities:

• Assist with the following Legal team tasks and functions:
  • Drafting and preparing correspondence, memoranda, reports, presentations, and other documents.
  • Organizing and maintaining Legal Department and Board of Directors paper and electronic files and records; ensuring security, integrity, and confidentiality of data.
  • Planning, preparing for, and assisting with meetings and work sessions of the Ahtna Board of Directors, Board Committees, Ahtna Netiye’ Executive Committee, subsidiary boards, and Successor Village Organizations (SVO), including:
    • Drafting notices and meeting agendas.
    • Coordinating with Legal team members and senior management on preparation of presentations, documents, and other meeting materials.
    • Creating meeting events in electronic Board portal and uploading meeting materials.
    • Compiling and assembling documents, binders, supplies, and other materials.
    • Shopping for, purchasing, and arranging meeting refreshments and meals.
    • Preparing meeting rooms and technology.
    • Drafting, finalizing, and maintaining meeting minutes.
    • Tracking director meeting attendance.
  • Preparing travel reimbursement requests for Board of Directors and SVO directors.
  • Preparing, maintaining, and distributing Board, Committee, and SVO directories and contact lists.
  • Maintaining Legal team calendars.
  • Planning, preparing for and assisting with Ahtna, Inc. shareholder meetings, holiday gatherings, and other functions.
  • Maintaining Shareholder Records Department files and records, including shareholder records database; performing database audits as requested; ensuring security, integrity, and confidentiality of data.
• Copy, organize, compile and produce document copies and binders as requested.
• Coordinate outgoing and incoming mail, packages and shipments.
• Prepare expense reports and credit card reconciliations for Legal Department staff and senior management as requested.
• Perform information research for Legal team members and senior management as requested.
• Assist with and perform other tasks and duties as assigned by Legal team and senior management.

Supervision

No direct reports.

Minimum Qualifications:

• High School Diploma or equivalent
• Proficient computer skills using Microsoft Office Suite including Word, Excel, and Outlook
• Solid knowledge of general office procedures and equipment
• One (1) to Three (3) years of relevant working experience

Preferred Qualifications:

• Two (2) years of experience working with Alaska Native Corporations
• Experience with and knowledge of Alaska Native cultures
• Valid Alaska driver’s license and willingness to travel occasionally

Shareholder Preference

Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.

Core Competencies:

• Service-oriented
• Proactive and self-motivated, able to take initiative
• Strong organizational and time-management skills
• Adaptable, able to rapidly shift, prioritize, and diligently follow through on tasks and projects
• Exceptional attention to detail
• Strong oral and written communication skills
• Ability to maintain confidential information
• Ability to work both independently and as a team member

Physical Demands

Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and no elevator available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 40 pounds such as small office equipment, files, stacks of paper, file boxes, and other materials.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described in this job description are representative of those an employee encounters while performing the essential duties and responsibilities of this job:

Work is performed in an office setting with ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination, and visual acuity to use keyboard and video display terminal and other office equipment. Occasional travel may be required to shareholder communities and other locations.

Work Schedule: Monday – Friday 8:00 am to 5 pm, or as business needs dictate
(occasional overtime required)

Experience

• 1 year(s): • High School Diploma or equivalent • Proficient computer skills using Microsoft Office Suite including Word, Excel, and Outlook • Solid knowledge of general office procedures and equipment Level - I • One (1) to Three (3) years of relevant working experience

Education

• High School Diploma/GED or better

Skills

• MS Office

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)