JOB SUMMARY: The Executive Administrative Assistant performs advanced administrative support work involving the exercise of considerable independent initiative and judgment for the President. A high degree of responsibility is delegated to scheduling and assisting with internal operations of the office with minimum direction or supervision. This position manages all travel arrangements for the President, maintains confidential files and records, disseminates mail, answers telephone, makes appointments and schedules meetings, supplies information using discretion, and obtains information through independent research from various sources both internally and outside of ENSTAR. This position collaborates with the Executive Administrative Assistants in Calgary, A.B. to coordinate schedules, meetings, and reporting requirements. The Executive Administrative Assistant upholds office procedures that best suit the requirements of the President and maintains essential communication and coordination on matters requiring the President's attention. This position may also perform research on key legal and energy issues impacting ENSTAR.

ESSENTIAL FUNCTIONS:

• Prepare correspondence with minimal direction from supervisor for his/her signature and approval.
  • May occasionally sign on behalf of the President in his/her absence based on email authorization.
  • May prepare correspondence of a confidential information nature relating to all phases of the President's responsibilities as well as ENSTAR business.
• Open and appropriately route all external correspondence.
  • Exercise judgment in calling priority matters to the President's immediate attention.
  • Underscore important portions of correspondence such as deadlines, meeting dates and places (noting any conflicts in the President's schedule) or any other portion of the correspondence which is urgent.
  • Ensure all forms and documents submitted for the President's approval are completed appropriately.
  • In President's absence, refer urgent correspondence to appropriate personnel and inform the President timely.
• Handle phone calls using discretion in screening calls.
  • Exercise judgment in referring calls to the President and directing calls to appropriate personnel in his/her absence.
  • Relay messages to others on behalf of the President as directed.
  • Familiarize self with all phases of his/her activity to enable him/her to conduct all telephone activity in the office in such a manner as to establish the best ENSTAR, public and government relations possible.
  • Maintain complete record of telephone activity during the President's absence from the office and summarizes all activity for reference and superior's information upon his return, including disposition of calls.
• Schedule meetings, appointments, legislative, and civic engagements.
  • Act on behalf of the President and using good judgment based upon general knowledge of his/her responsibilities and interests and matters requiring urgent handling.
  • Make arrangements for meetings and notifies conferees.
  • Maintain complete schedule of the President's time, noting all conferences, appointments, trips, and commitments.
• Develop and arrange schedules and itinerary for business trips.
  • Obtain transportation, hotel reservations, and manage other necessary details.
  • Assemble all information, files, and data necessary for business trips.
  • Process related expense claims.
  • Keep time and attendance records.
• Maintain files (general and tickler), some regarding highly confidential information, on meetings, long-range ENSTAR and CINGSA plans, possible organizational changes, reports, correspondence relating to general matters and the departments reporting to superior, etc.
• Prepare Board Books as needed; assemble information.
• Consolidate, prepare, and submit all required reports.
• Take notes at meetings and conferences as required.
• Maintain corporate apartment calendar.
• Maintain courtesy and professional image of ENSTAR through example. Remain cognizant of factors which influence public relations, and exercise initiative in reviewing daily activities for public relations and program implications.
• Prepare statistical charts, reports, and power point presentations; may include gathering source materials.
• Screen trade publications and papers, marking relevant items of interest to ENSTAR.
• Manage a heavy amount of personal contact with the President.
• Administer ENSTAR's business license process.
• Assist employees in obtaining and maintaining notary status.
• Handle catering and reservation needs for President.
• Lead the coordination and planning of annual ENSTAR events.

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent; higher level education preferred.
• Five plus years of progressively responsible administrative/secretarial experience.
• Must possess a valid Alaska Driver's License and be qualified to operate a vehicle under the conditions of the ENSTAR's Driving Policy.
• Ability to pass a background, past employment, credit, drug, and driving record screening.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent written, oral, and listening skills.
• Thorough knowledge of business English/grammar, spelling, and basic math.
• Considerable knowledge of office practices, procedures, and their application.
• Ability to type 75 to 85 wpm.
• Ability to acquire rapidly considerable knowledge of the legal, administrative, and procedural regulations applicable to position.
• Ability to keep complex records and to prepare periodic reports from such records.
• Ability to develop and maintain effective departmental, public relations, and government relations.
• Ability to exercise good judgment.
• Ability to work in a fast-paced setting, process work rapidly, set priorities, work under pressure, and follow through with assigned tasks with limited supervision.
• Strong computer skills required, including skill to use Microsoft Office Suite programs and learn new software a required.
• Effective people skills to handle sensitive and confidential information and situations and use discretion when screening telephone calls and visitors.

OTHER REQUIREMENTS:

• Must maintain a positive work atmosphere through effective interactions and communications with co-workers, customers, and management.
• Must maintain a safe environment for co-workers, customers, and the public through adherence to established safety standards and timely reporting of potential hazards.
• Must adhere to ENSTAR's policies and procedures related to the code of business ethics, compliance, responsible use of assets, and all applicable state and federal laws.

PHYSICAL EFFORT:

VISUAL ACUITY:

MENTAL EFFORT:

ENVIRONMENTAL FACTORS:

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. Other duties may be assigned.