Senior Executive Assistant

SUMMARY

This position provides direct support to CEO and manages administrative office support activities.

JOB DUTIES

• Lead all scheduling and appointment activities of the CEO, providing reminders of upcoming appointments/meetings.
• Facilitate communication between CEO, Board of Directors, and other stakeholders.
• Prepare meeting material and presentations.
• Coordinate and facilitate management team meetings.
• Coordinate all CEO travel, including airline reservations, per diem calculations, and procedural follow up needs.
• Support the CEO and back up any marketing tasks needed.
• Provide secretarial duties as required, such as, but not limited to: typing, copying, and maintaining accurate filing system.
• Assist in coordination of key employee gatherings/meetings, including reserving location, scheduling events, and notifying staff.
• Complete expense reports as needed.
• Assist and work with various projects as assigned.
• Assist with the planning and organizing of any Board trainings.
• Work with supervisor in coordinating administrative and departmental services.
• Maintain familiarity with IHS and BIA issues.
• Travel to meetings as required.
• Maintain confidentiality in regard to Board of Directors and Executive issues.
• Inventory and procure supplies in support of administrative office.
• Interface with department leadership to facilitate inter-departmental tasks.
• Work with IT to maintain office equipment.

• Perform other duties as assigned.

BOARD SECRETARY DUTIES

• Plan and prepare for Board meetings (including Board committee meetings), take minutes at

meetings, confirm attendance of Board members, prepare Board packets, transcribe minutes, and

coordinate refreshments. Provide the same support for other meetings as required.

• Coordinate all Board of Directors travel, including airline reservations, per diem calculations, and

procedural follow up needs (i.e., assisting board members with submitting required documentation

completion of trip reports).

• Act as a liaison between the Board members, Board President, and the CEO to keep the flow of

communication ongoing.

• Compile Directors’ reports for submittal to CRNA Board.
• Assist with the planning and organizing of any Board trainings.
• Maintain familiarity with IHS and BIA issues.
• Travel to meetings as required.
• Maintain confidentiality in regard to Board of Directors and Executive issues.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES

• Strong leadership abilities.
• Strong understanding and sensitivity to Alaska Native culture and lifestyle, with demonstrated experience working effectively with Alaska Native population.
• Strong written, analytical, verbal, and interpersonal skills.
• Skills in operating personal computer using a variety of computer software.

• Ability to keep accurate records and produce timely and accurate written reports.
• Ability to maintain strict confidentiality.
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to establish and maintain cooperative working relationships, including outside contacts.
• Ability to work independently as well as with teams.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.
• Five (5) years of administrative assistant/office management experience.
• A combination of experience, education, and training may substitute for degree requirements on a year for year basis.

PREFERRED QUALIFICATIONS

• Associate’s Degree in Office Management or similar field.
• Five (7) years of administrative assistant/office management experience.

WORKING CONDITIONS

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. 

The work is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 25 lbs. The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities. CRNA is a smoke free and tobacco free campus. May require local travel between compact services of CRNA which may involve exposure to extreme weather conditions. Works in an environment where protection of client confidentiality is essential. Personal Protective Equipment will be provided when and where needed.

SPECIFICATIONS

Supervision Received:

Work will be monitored through meetings, reports, and regular communication with the immediate supervisor. General guidelines for operations are based on program requirements, conditions of grant award(s), and the general policies and procedures of CRNA. 

Supervision Exercised:

Position will exercise supervision of assigned staff and complete required documentation, including performance evaluations, training, and general oversight through direct reports.

Contacts:

Contacts include and not limited to volunteers, organizational staff, clients, and outside agencies.

CONDITIONS OF HIRE

• All employment at CRNA is “at will.” This means that the employee or CRNA may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• CRNA is a no tolerance workplace. All employees must pass an initial and random drug and alcohol screening to be eligible for and maintain employment.
• CRNA has several positions that require a criminal background check for the safety of our clients. All employment offers in the “covered” classification are conditional until CRNA has received a Federal criminal background check verifying eligibility to work in these programs.
• First Aid/CPR certification must be obtained within 90 days of hire for required positions.
• As applicable by position and company policy, must meet standards for fitness for duty, immunizations, credentialing and privileging.