Executive Assistant

Executive Assistant Job Description

Discover Valdez seeks a high-performing executive assistant to join our organization.

Our mission: “to promote leisure, art, culture and adventure in Valdez". We are passionate about our love for Valdez and the state of Alaska!

Our Core Values: Service & Stewardship Growth & Continuous Learning Communication

Trustworthiness Collaboration

As the Executive Assistant at Discover Valdez, you will provide high-level administrative support to our Executive Director. The Executive Assistant will act as support in all aspects of the executive function including prioritizing tasks, handling communications, managing their calendar, maintaining documents, arranging travel, and coordinating meetings. The Executive Assistant position requires exceptional organizational skills, strong communication abilities, intuitive support capabilities, and the ability to maintain high confidentiality.

As a team member at Discover Valdez, we value a team-centered work environment and strive to see each team member find greater success through continuing support in your career growth. This position has great potential for training in executive functioning -- an opportunity to see future advancement into an executive position in both the organization and your career goals.

Successful candidates should have a bachelor's degree in a related field (or equivalent experience) and have prior experience in Executive Assistance; other leadership positions a plus. An understanding of project management, event planning, and financial management is also a plus.

Reports To: Executive Director

Executive Assistant Responsibilities:

• Executive Support: High Level support for the Executive functioning of the organization
• Strong Analysis: Offers support as Advisor to the Executive Director
• Communication Management: Answering phone calls, screening emails, taking detailed messages, and responding to inquiries on behalf of the Executive Director.
• Calendar Management: Scheduling appointments, meetings, and conferences, managing conflicts, and ensuring timely reminders.
• Travel Arrangements: Booking flights, hotels, and transportation for business travel.
• Document Management: Preparing presentations, reports, and correspondence, organizing and filing documents electronically.
• Meeting Coordination: Setting up meeting rooms, preparing agendas, taking minutes, and following up on action items.
• Expense Reporting: Tracking and submitting expense reports.
• Project Management: Assisting with project planning, tracking progress, and coordinating with relevant stakeholders.
• Confidentiality: Maintaining discretion regarding sensitive information.
• Support of ED as needed; Support Managers as needed; other tasks as requested.

Soft Skills:

• Strong Integrity: High level of personal and professional integrity
• Commitment and Loyalty: Natural consistency in commitment to leadership; ability to mirror the Executive Director’s vision and project it to stakeholders and members
• Excellent interpersonal abilities: Both verbal and written, with the ability to effectively interact with diverse individuals
• Professional Attitude and demeanor: Reflects our organization values
• Strong Organization Skills: Attention to detail, ability to prioritize tasks, and manage multiple projects simultaneously
• Diplomacy
• Ability to Identify Needs and Opportunities: Ability to see growth opportunities
• Innovative: Creative minded and striving for unique solutions
• Problem Solving: Critical thinking when under multiple pressures
• Strategic Thinking: Big Picture minded
• High Initiative: Energy toward productivity is strong and solid
• Proactive Optimization: Ability to see what needs to be done and optimize the way to do it
• Solid Follow Through: Consistency in delivery; commitment to finishing tasks; Results-Oriented
• Sound Judgement: Shrewd insight in correct decision making.
• Flexible, adaptable team player: willing to adapt to changes while focusing on team success

Hard Skills:

· Proficiency in Microsoft Office Suite: Including Outlook, Word, Excel, and PowerPoint

· Calendar Management Expertise: Ability to efficiently manage complex schedules

· Professionalism: Maintaining a polished demeanor and positive attitude

· Discretion and Confidentiality: Ability to handle sensitive information with utmost privacy Project management

· Financial management

· Proficiency in relevant software tools such as Social Media, Mailchimp, Quickbooks, and data visualization platforms is a plus

· Process management, Process optimization, and Systems

· Compliance

· Budgeting

Executive Assistant Qualifications:

· Bachelor's Degree or equivalent experience

· Proven experience as an Executive Assistant or with experience in an administrative role reporting directly to upper management

· Strong time-management skills

· Ability to organize and coordinate multiple concurrent projects

· Ability to maintain confidentiality of information related to the company and its employees

·Aptitude for learning quickly

· Ability to anticipate needs and proactively address issues

Details:

This position is a regular, FTE position, with flexibility to consider reduction of hours if needed. The position is to be scheduled during general hours reflect office hours -- 9 to 5, Monday through Friday. This position is located primarily at the physical job location at our Visitor Center. Work during our events and some local and out-of-town travel events may be required. Rare evening and weekend work may be required.

Physical Requirements:

· Work is generally performed in an office environment and requires the ability to operate standard office equipment and keyboards. Should have the ability to walk short distances, and/or drive a vehicle to deliver and pick up product.

· Required to stand, walk and sit; talk or hear, both in person and by telephone; use hands to finger, handle or feel objects or controls; reach with hands and arms. Regularly required to stoop, kneel, bend, crouch and lift up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision, and the ability to adjust focus.

· Ability to maintain regular attendance consistent with federal, state, and local standards.

Discover Valdez (Valdez Convention and Visitors Bureau, Inc.) values all employees and job candidates as unique individuals, and we welcome the variety of experiences they bring to our organization. We will seek to uphold the standard to treat each person equally regardless of race, sex, gender identification, sexual orientation, national origin, native language, religion, age, disability, marital status, citizenship, genetic information, pregnancy, or any other characteristic protected by law.

*Alaska remains an at-will-employment state. This means, absent a contract to the contrary, and unless the employee can successfully assert a common law or statutory claim (such as under a discrimination or retaliation statute), an employer is free to terminate an employee's employment for any reason or no reason.

Job Types: Full-time, Part-time

Pay: From $24.00 per hour

Expected hours: 25 – 40 per week

Benefits:

• Dental insurance
• Health insurance
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Experience:

• Executive administrative support: 2 years (Preferred)

Ability to Commute:

• Valdez, AK 99686 (Required)

Ability to Relocate:

• Valdez, AK 99686: Relocate before starting work (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person

Salary : $24