Job Summary
The Administrative Assistant for the Shareholder Development Department at Bristol Bay Native Corporation plays a crucial role in supporting the department's efforts to foster the growth and development of BBNC shareholders. This position involves a range of administrative and support tasks, including coordination of departmental activities, maintenance of records, and direct engagement with shareholders.
Qualifications:
- Associate degree and three years’ administrative experience or at least High School Diploma or equivalent and five years of experience in an administrative role required.
- Valid Driver’s license.
Essential Skills:
- Excellent verbal and written communication skills.
- Proficient in Microsoft Office Suite or related software.
- Excellent interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette and the ability to maintain poise when dealing with high pressure situations.
- Excellent time management skills and ability to prioritize work.
- Ability to work under pressure and navigate multiple deadlines.
- Excellent organizational skills and attention to detail.
- Knowledge of office management systems and procedures.
- Ability to work independently and in collaboration with others.
Responsibilities:
- Answers and direct calls, maintains general understanding of shareholder development programs and services to forward calls appropriately to department staff.
- Assists staff with scheduling interviews for department programs and conducts phone calls to notify shareholders about upcoming events and opportunities.
- Responds to emails and other digital inquiries on teams and shareholder development social media platforms. Maintains email distribution lists.
- Maintains paper and electronic filing systems as assigned. Assists with correspondence, memorandums, letters, miscellaneous correspondence, and other word processing functions, as well as filing, copying, binding, faxing, preparing reports, manuals, schedules, and other significant documents in support of staff upon request.
- Retrieves information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
- Records and distributes minutes or other records for department and partnership meetings.
- Input data and update information in database systems and spreadsheets.
- Coordinates and schedules shareholder participant travel, lodging, and food logistics for department programs.
- Plans, organizes, and schedules department meetings in the office, off-site, and via videoconference. Coordinates logistics for meetings, including room setup and catering.
- Prepares agendas, schedules, and logistics for department meetings and training.
- Maintains office supplies and outreach inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Procures supplies for programs and events and ships freight when needed.
- Prepares and submits invoices and reconciles monthly department expense reports.
- Research as requested; compile and summarize information for projects, reports, and presentations.
- Provides support for new projects being implemented by the department.
- Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
- Ensures deadlines are met and adapts to changing priorities.
- Promotes shareholder development activities in a positive and constructive manner that maintains respect for BBNC’s entire diverse workforce.
- Performs other related duties as assigned.
Physical Demands
Frequent sitting and occasional lifting of up to 25 pounds. Most work is performed in a professional office facility. Some travel to rural areas in small aircraft.
BBNC grants employment preference first to BBNC shareholders, their spouses, or descendants, and second to Alaska Native Corporation shareholders in accordance with P.L. 93-638.
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