SHI - Executive Assistant

Location: Juneau, AK Posted: Monday, April 15, 2024

Job Summary
Reporting directly to the President and COO, the Executive Assistant provides executive support in a one-on-one working relationship. They serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. They serve as a liaison to the Board of Trustees and senior management, and oversee special projects. Strong written and verbal communication, administrative, and organizational skills, and the ability to maintain multiple priorities are important skills necessary for this position. This person will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Duties/Responsibilities

• Complete a broad variety of administrative tasks for the President and COO including; managing calendars, appointments, meeting requests, and travel arrangements.
• Coordinate and assist the President in internal and external functions of Sealaska Heritage Institute and responsibilities of the President on boards and committees.
• Communicate directly, and on behalf of the President and COO, with board members, donors, staff and community members.
• Maintain files, papers and reports and assist with development of administrative procedures for institutional record keeping.
• Draft memos, correspondence, letters of support, etc. for the President and COO.
• Create and assist with presentations for the President.
• Respond to correspondence for the President or routing to appropriate staff.
• Coordinate and maintain professional collaborations with scientists and scholars in a wide variety of fields related to policy issues.
• Organize project-specific team meetings with SHI staff and consultants.
• Prepare PowerPoint presentations for management.
• Serve as the President's administrative liaison to the SHI Board of Trustees.
• Assist board members with travel arrangements, lodging and planning as needed.
• Coordinate meeting minutes, files and materials for Board of Trustees.
• Coordinate and plan special events as they arise.
• Maintain discretion and confidentiality in all aspects of work.
• Perform other duties as assigned.

Required Skills

• Excellent verbal, written, and interpersonal communication skills.
• Ability to work well on own initiative and to collaborate within a team.
• Excellent technical skills in computer applications, including word processors, spreadsheets, database software, and online survey applications.
• Highly organized, self-motivated, and extremely attentive to detail.
• Strong flexibility and ability to switch gears quickly.
• Knowledge of Alaska Native cultures.

Supervisory Responsibility
This position will have no direct reports.
Work Environment
This position’s duties are performed at the Walter Soboleff Building off site for programming activities. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands
While performing the duties of this job, the employee is regularly required to verbally communicate. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching, and climbing. The employee must frequently lift and/or move objects up to 20 pounds and occasionally lift and/or move objects up to 50 pounds.
About this Role
This is a full-time benefited position. SHI full-time employees are expected to work during SHI’s regular business hours of 8:00am to 4:30pm Monday to Friday. Additionally, employees may work up to or over 45 hours per week or additional time as needed to meet workload demands or special events such as Celebration.
All staff are expected to work as a team for our bi-annual Celebration. This four-day event is a required activity in which all staff participate. Tasks are assigned to staff and staff are expected to attend the event for full days, potentially as long as 12 hours each day.
Required Education and Experience

• Bachelor’s degree or equivalent combination of education and experience.
• Two years of administrative experience in a similar field.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Review the Benefits associated with this position: https://www.sealaska.com/careers/benefits/
Salary Range: $60,000.00 - $70,000.00

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