Welcome page Returning Candidate? Log back in! Executive Assistant - Arctic Operations & Development Requisition ID 2024-20213 Category Admin/Office Support Location : Location US-AK-Barrow Travel Requirement 25% - 50% Overview

Company Overview
Ukpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $700M annually. UIC is projected to grow substantially in the coming years to become a top 3 company in Alaska by 2030. 

As a proud Alaska Native Corporation, our success brings growth and benefits to our Inupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities. We recruit only qualified people looking to join a workforce characterized by strong leadership, competent and hard-working staff, and a superior work environment with a focus on career development, great wages and benefits.

 

Job Summary

The Executive Assistant provides executive level administrative support to the Vice President of Arctic Operations & Development (AO&D).  The Vice President of AO&D relies upon this person to serve as the administrative extension of the Vice President and to assist in the direct and indirect management of the AO&D holding company and its subsidiary companies, current and future.  The Executive Assistant facilitates the office administration to ensure high standards of professionalism and performance.  This person will coordinate with UIC’s executive management team to support the strategic objectives set by the President/CEO and Board of Directors.

Responsibilities

Roles & Responsibilities

Provide executive level administrative support to the Vice President of AO&D in coordination with the executive management and support staff, as needed.Responsible for the coordination, management, and accuracy of the Vice President of AO&D’s executive calendar, including meetings, appointments, events, and contacts.Assist in the preparation and delivery of effective, accurate, and polished presentations for the Vice President of AO&D and other assigned executives, which may include emails, memos, reports, and presentations.Coordinate and collaborate with internal and external teams to ensure that projects and tasks align with the AO&D and UIC's goals and objectives.Facilitate communication between the Vice President of AO&D, executives, staff, and external stakeholders, including responding to inquiries and requests, drafting and sending correspondences, and managing phone and emails communications.Coordinate communications and schedules between the President/CEO, the Board of Directors, and executives, as needed.Screen and prioritize phone calls, mail, and other incoming communications for the Vice President of AO&D, responding independently when appropriate.Prepare, or assist in the preparation of the AO&D budgets, including tracking expenses and processing invoices.Prepare, or assist in the preparation of expense reports, travel authorizations, travel vouchers, and mileage logs for the Vice President of AO&D, executives, and staff.Ensure travel arrangements for the Vice President of AO&D, executives, and staff are setup in a timely manner.Ensure compliance with management and policies relating to travel, expenses, records, meeting conduction, and other matters.Manage staff requests for meetings and other matters relating to the Vice President of AO&D.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.Take and transcribe dictation and prepare confidential correspondence, reports, and other complex documents.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.Provide administrative support to the Stock Department for Annual Meetings and Shareholder Informational Meetings, as needed.Provide administrative support to the executive team as needed.Ensure efficient and effective administrative support in the AO&D offices, including managing schedules, meetings, correspondences, office supplies, and other administrative functions.Supervise AO&D clerical support and other support staff, as required. Coordinates with other clerical and administrative staff across corporate departments and subsidiaries to achieve efficient and effective administration throughout the Barrow corporate office.Assists and organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budget on behalf of the Vice President of AO&D direction or request. Qualifications

Knowledge, Skills, and Abilities

Excellent administrative and organizational Excellent verbal and written communication skills.Proven dependability and ability to manage a large workload with competing The ability to operate as the extension of the President with minimum supervision, strong organizational and planning skills.Must have demonstrated ability to work effectively and productively with different employees, representatives of other organizations, and the public.Expertise with administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, PowerPoint, and various online travel applications.Demonstrated ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.Dependable performance and punctual Periodic travel, both in state and out of state and some evening/weekend/holiday work may also be required.Experience working within an Alaska Native Corporation preferred.

Education and Experience

Associate of Arts or Bachelor of Science degree; Bachelor of Arts or Science degree is preferred.  Experience of comparable value may be substituted for the degree requirement.

Six years of administrative experience that results in demonstrable expertise in comprehensive office administration and executive assistance, eight years is preferred.

Four years of experience providing direct executive level administrative support.

Four years supervisory experience is required and may include some indirect supervision.

Experience working within an Alaska Native Corporation is preferred.

Equipment Used

Common office equipment such as:

Computers, tablets, and smartphonesPrint/Copy/Scan/Fax MachinesTelephones, teleconferencing systems, and videoconferencing systems

 

Physical & Mental Demands

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 frequently required to read text on a computer screen and hard copy, stand or sit, talk, and hear.The employee is occasionally required to stand, walk, and reach with hands and arms.Exposure to moderate levels of noise in a well-lit, well-ventilated and moderately paced office environment.The employee must regularly lift and/or move up to 20 pounds.

 

Ukpeaġvik Iñupiat Corporation (UIC) considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran’s status or any other legal protected status. In furtherance, pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants, based on the provisions contained within The Alaska Native Claims Settlement Act. EOE/AA/M/F/D/V

WORK ENVIRONMENT & CONDITIONS

This position is based in the Barrow AO&D office and may include some travel to Anchorage, Alaska, across Alaska, and throughout the Lower 48.  Typical office setting in a large office building.  Work is generally sedentary in nature, but may require frequent standing and walking. Occasional travel to Construction Site Settings.  May be subject to environmental conditions of a general office setting/construction setting.

TRAVEL

Occasional work-related travel by air.

UIC Preference Hiring:

Pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC shareholders and their descendants, based on the provisions

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Applicants may be subject to a pre-employment drug & alcohol screening and/or random drug screen, and must follow UIC’s Non-DOT Drug & Alcohol Testing Program requirements. If the position requires, an applicant must pass a pre-employment criminal background history check. All post-secondary education listed on the applicant’s resume/application may be subject to verification.

Where driving may be required or where a rental car must be obtained for business travel purposes, applicants must have a valid driver license for this position and will be subject to verification. In addition, the applicant must pass an in-house, online, driving course to be authorized to drive for company purposes.

UIC is an equal opportunity employer. We evaluate qualified applicants without regard to race, age, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other protected characteristics EOE/AA/M/F/D/V. In furtherance, pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants, based on the provisions contained within The Alaska Native Claims Settlement Act. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. Please view Equal Employment Opportunity Posters provided by OFCCP here.

All candidates must apply online at www.uicalaska.com, and submit a completed application for all positions they wish to be considered. Once the employment application has been completed and submitted, any changes to the application after submission may not be reviewed. Please contact a UIC HR Recruiter if you have made a significant change to your application. In accordance with the Americans with Disabilities Act of 1990 (ADA), persons unable to complete an online application should contact UIC Human Resources for assistance (https://uicalaska.com/careers/recruitment/).

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)

UIC Commercial Services, LLC is a holding company under Ukpeaġvik Iñupiat Corporation (UIC), an Alaska Native Corporation providing a wide variety of services including a full range of construction services, design and architecture services, environmental consulting, permitting and compliance and remediation, oil and gas support, ocean-going cargo and shipping services and specialized companies. Several of our companies are SBA 8(a) certified, small disadvantaged businesses and offer substantially competitive rates. Collectively, we offer a breadth of services which we perform with a focus on quality results. UIC and its subsidiaries are committed to and strive for safety, quality, business ethics, and shareholder value. We offer competitive benefits including medical, dental, vision, life insurance, accidental death and dismemberment, short/long term disability, and 401(k) retirement plans as well as paid time off programs for eligible full-time employees. Eligible part-time employees are able to participate in the 401(k) retirement plans and state or contract required paid time off programs.
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