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    Executive Administrative Assistant - Anchorage, United States - Calista

    Calista
    Calista Anchorage, United States

    5 days ago

    Default job background
    Description
    Calista Corporation

    Regular


    JOB SUMMARY


    The Executive Administrative Assistant is responsible for providing a high level of administrative and project support service to the Chief Financial Officer of Calista Corporation and its holding lines.

    The incumbent will communicate with staff at all levels, business partners, vendors and customers.

    The ideal candidate will thrive in a fast-paced environment, remain highly organized, take initiative and take pride in meeting deadlines.

    The incumbent will anticipate situations that require action, and exhibit poise and maturity in dealing with sensitive information.


    ESSENTIAL FUNCTIONS

    • Creates, updates and edits advanced Excel spreadsheets, Word documents, reports, presentations, memos, emails.
    • Assists with analytical and reporting functions.
    • Creates, prepares, submits and reconciles travel and expense reports.
    • Reviews and codes invoices for Finance team. Monitors and follows up on invoices to ensure timely approval and processing.
    • Coordinates and schedules meetings, tasks and projects with CFO's calendar and coordinates all internal and external scheduling requests.
    • Coordinates and schedules team projects and meetings on an as needed basis.
    • Assists in the preparation and coordination of meetings with staff, auditors, vendors, Board members, acting as a liaison between meeting members and staff, as assigned.
    • Drafts and prepares schedules and agendas for meetings. Records, compiles, transcribes and distributes meeting minutes as needed.
    • Uses templates to draft documents including resolutions, agreements, and invoicing.
    • Assists in audit activities including scheduling meetings, accumulating requested information, drafting confirmation requests and other duties as assigned.
    • Coordinates with other departments to maintain the CFO's action list and follow-up, as well as overseeing smooth workflow and assisting in compiling briefings and reports.
    • Provides light administration support for projects and special assignments.
    • Manage special tasks and projects, and perform other duties as assigned.

    SUPERVISORY RESPONSIBILITIES
    This job does not have supervisory responsibilities.

    KNOWLEDGE, SKILLS, & ABILITIES


    • Superior organizational skills with the ability to confidentially process and maintain data with attention to detail.
    • Excellent oral, written communication and presentation skills to effectively draft emails, memos, correspondence and meeting presentations.
    • Strong computer skills with the ability to learn different software programs; ability to type at least 45 words per minute.
    • Advanced knowledge in Microsoft Office Suite, specifically in Microsoft Excel, Microsoft Word and Power Point.
    • Ability to visualize, articulate, and solve problems and concepts.
    • Excellent interpersonal skills to work effectively and collaboratively with all levels of management, staff, Board members, and customers.
    • Strong customer service skills, including active listening, prompt service and follow-up.
    • Ability to multi-task in a fast-paced environment and to effectively and professionally assist customers in this type of environment.
    • Ability to handle stressful situations and effectively plan and organize duties to meet deadlines.
    • Able to prioritize and plan work activities, use time efficiently, plan for additional resources, set goals and objectives, and develop realistic action plans.
    • Ability to meet attendance requirements, ensure work responsibilities are covered when absent, and arrive at meetings and appointments on time.
    • Ability to maintain a positive and flexible attitude.
    • Ability to travel without restrictions.

    MINIMUM QUALIFICATIONS

    • High School diploma or GED equivalent.
    • Bachelors degree in Accounting, Business Administration, or related field preferred.
    • 6+ years of experience in an executive admin role supporting a CEO, CFO or other senior executive at a substantial business enterprise.
    • Proficiency in MS Office applications.
    • Able to pass a pre-employment advanced Excel test.
    • Deltek Costpoint or other integrated software experience preferred.
    • Ability to pass a drug, background, reference, and credit check.
    • Ability to travel without restrictions.

    WORKING ENVIRONMENT
    The work environment is representative of a typical office with quiet to moderate noise levels.

    PHYSICAL/VISUAL/ENVIRONMENTAL/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.


    PREFERENCE STATEMENT


    Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S.

    Code 1626(g).


    EEO STATEMENT


    Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status.

    When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.


    REASONABLE ACCOMMODATION


    It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.


    The statements contained in this job description are intended to describe the general content and requirements for performance of this job.

    It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.

    This job description is not an employment agreement or contract.

    Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.

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