What are the responsibilities and job description for the Administrative Assistant - Arctic Operations & Development position at UICGS / Bowhead Family of Companies?
Company Overview
Ukpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and one of Alaska’s top ten companies. We employ over 3500 people generating $350 million in revenues across the United States and the world. As a proud Alaska Native Corporation, our success brings tremendous growth and benefits to our 3,000 Iñupiaq shareholders. UIC’s diversified commercial and government services business lines include technical and professional services, engineering, manufacturing, maintenance, architecture, marine, regulatory consulting, construction, and operations supporting the community of Barrow.
Job Summary
We recruit only qualified people looking to join a company with strong leadership, competent and hard-working staff, and a superior work environment. Our pay and benefits are competitive, and we differentiate UIC as an employer by investing in our employees’ professional development. Provide administrative support for UIC Arctic Operations & Development department, more specifically to the UIC AO&D Vice President.
Responsibilities
ROLES & RESPONSIBILITIES
Greet persons entering the office, hear and help resolve needs, and directing them as needed.
Screen and prioritize phone calls, mail, and other incoming communications for the Vice President of AO&D, responding independently when appropriate.
Process payments
Prepare, or assist in the preparation of the AO&D budgets, including tracking expenses and processing invoices.
Make travel arrangements for the Vice President of AO&D, executives, and staff.
Attend meetings as requested by the Vice President of AO&D, provide a thorough review of meeting materials, and assist in the preparation of any necessary reports or follow-up actions.
Manage and maintain confidential records, including financial documents, legal agreements, and employee documents.
Provide administrative support to the executive team as needed
Take and transcribe dictation and prepare confidential correspondence, reports, and other complex documents.
Assist in the preparation of reports and presentations for the department.
Assists and organizes programs, events, or meetings, by arranging facilities and caterers, issuing information or invitations on behalf of the Vice President of AO&D direction or request.
Protects the confidentiality of the company’s and Vice President of AO&D’s matters in accordance with company policy, to include identification of sensitive and confidential information, appropriate use of media for communications, secure storage of sensitive information, appropriate disclosure and nondisclosure of information, and training and enforcement of the same with staff.
Maintain electronic and hard copy filing system, ability to retrieve documents from filing system.
Ability to create excel, word or pdf documents to assist with tracking or record keeping.
Maintain confidentiality.
Qualifications
ROLES & RESPONSIBILITIES (continued)
Ability to communicate effectively both written and orally.
Ability to work independently.
Must be computer literate with experience in using Microsoft Excel, Word, and PowerPoint.
Able to type 40 wpm preferred.
Ability to maintain work order logs of work upcoming, in process and completed.
Other duties as assigned.
Qualifications
High school graduate or equivalent.
Three years professional administrative experience.
Must have valid Alaska Driver’s License.
Experience
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 20 pounds.
Ukpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and one of Alaska’s top ten companies. We employ over 3500 people generating $350 million in revenues across the United States and the world. As a proud Alaska Native Corporation, our success brings tremendous growth and benefits to our 3,000 Iñupiaq shareholders. UIC’s diversified commercial and government services business lines include technical and professional services, engineering, manufacturing, maintenance, architecture, marine, regulatory consulting, construction, and operations supporting the community of Barrow.
Job Summary
We recruit only qualified people looking to join a company with strong leadership, competent and hard-working staff, and a superior work environment. Our pay and benefits are competitive, and we differentiate UIC as an employer by investing in our employees’ professional development. Provide administrative support for UIC Arctic Operations & Development department, more specifically to the UIC AO&D Vice President.
Responsibilities
ROLES & RESPONSIBILITIES
Greet persons entering the office, hear and help resolve needs, and directing them as needed.
Screen and prioritize phone calls, mail, and other incoming communications for the Vice President of AO&D, responding independently when appropriate.
Process payments
Prepare, or assist in the preparation of the AO&D budgets, including tracking expenses and processing invoices.
Make travel arrangements for the Vice President of AO&D, executives, and staff.
Attend meetings as requested by the Vice President of AO&D, provide a thorough review of meeting materials, and assist in the preparation of any necessary reports or follow-up actions.
Manage and maintain confidential records, including financial documents, legal agreements, and employee documents.
Provide administrative support to the executive team as needed
Take and transcribe dictation and prepare confidential correspondence, reports, and other complex documents.
Assist in the preparation of reports and presentations for the department.
Assists and organizes programs, events, or meetings, by arranging facilities and caterers, issuing information or invitations on behalf of the Vice President of AO&D direction or request.
Protects the confidentiality of the company’s and Vice President of AO&D’s matters in accordance with company policy, to include identification of sensitive and confidential information, appropriate use of media for communications, secure storage of sensitive information, appropriate disclosure and nondisclosure of information, and training and enforcement of the same with staff.
Maintain electronic and hard copy filing system, ability to retrieve documents from filing system.
Ability to create excel, word or pdf documents to assist with tracking or record keeping.
Maintain confidentiality.
Qualifications
ROLES & RESPONSIBILITIES (continued)
Ability to communicate effectively both written and orally.
Ability to work independently.
Must be computer literate with experience in using Microsoft Excel, Word, and PowerPoint.
Able to type 40 wpm preferred.
Ability to maintain work order logs of work upcoming, in process and completed.
Other duties as assigned.
Qualifications
High school graduate or equivalent.
Three years professional administrative experience.
Must have valid Alaska Driver’s License.
Experience
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 20 pounds.
