Administrative Assistant

General Summary:

The Administrative Assistant plays an important role in ensuring the efficient operation of daily office duties through various administrative and clerical tasks. This position supports the Regulatory & Administrative Coordinator and senior management by handling correspondence, scheduling meetings, preparing reports, maintaining records, and managing overall office efficiency. The role requires consistently demonstrating professionalism, confidentiality, discretion, accuracy, and proactive problem-solving skills. It also demands strong multitasking abilities and the capacity to adapt quickly.

Essential Job Functions:

• Provides direct administrative support to the Regulatory & Administrative Coordinator and Senior Management with various tasks and projects.
• Monthly Lifeline Review – Compare data in the National Lifeline Accountability Database with Elations billing for all Company Lifeline subscribers. Coordinate with appropriate internal personnel and USAC to resolve discrepancies.
• Assist with CATV Reports and CATV regulatory processes as needed.
• Assist with various regulatory filings as needed.
• Update all appendices in the Incident Management Plan (IMP) annually.
• Performs clerical tasks such as setting up electronic and physical filing systems, scanning, filing, proofreading documents, data entry, assembling and processing mailings, and shredding documents.
• Scheduling appointments, coordinating meetings, and managing calendars for assigned executives.
• Draft and distribute correspondence, memos, reports, and forms with careful attention to accuracy and confidentiality.
• Maintain organized filing systems—both electronic and physical—for effective document management and easy retrieval.
• Handle mail, deliveries, and invoices while supporting basic bookkeeping or expense reporting as assigned by senior staff.
• Responsible for ordering and managing inventory of front office and break room supplies to ensure availability and cost efficiency.
• Assist with travel plans, itineraries, and hotel reservations for the board of directors and senior management team.
• Manage special projects and other administrative tasks assigned by leadership.

• Assists with other projects that require collecting and analyzing data, maintaining records and databases, and preparing various presentations and reports.

• Coordinates essential planning for off-site retreats and on-site meetings and training, including room setup, supplies, and organization as instructed, while ensuring effective communication with relevant parties.  

• Handle calls and inquiries and complete any necessary follow-up.
• Must be able to work on-site at a designated Golden West reporting location.
• Must be willing and able to travel to and from various locations as needed to perform administrative duties.

Other Responsibilities:

• Perform all other related duties assigned by Management.

Knowledge, Skills & Abilities:

• Knowledge of the telecommunications industry.
• Knowledge of company policies and procedures.
• Knowledge of administrative principles and practices.
• High degree of attention to detail and accuracy.
• Considerable knowledge of office practices, procedures, and use of equipment.
• Knowledge of events, meeting planning, and coordination.  
• Must be organized, able to multitask, prioritize tasks, and meet deadlines.
• Ability to maintain strict confidentiality. 
• Ability to read, analyze, and interpret all forms of information.
• Ability to use research tools to determine compliance, guidelines, and best practices.
• Excellent written and verbal communication and presentation skills.
• Must be able to work independently without continual supervision.
• Must demonstrate tact and diplomacy.
• Must possess strong problem-solving skills.
• Excellent computer skills using the Microsoft Office Suite of products.
• Ability to provide excellent customer service, whether internally or externally.
• Experience coordinating with multiple departments and senior leaders.
• Must live in the Golden West exchange.

Education and/or Experience:

High school diploma required. Associate’s degree or administrative certification preferred.

A minimum of 2 years’ experience as an administrative assistant in an office environment is required.

Certifications, Licenses, Registrations:

Must have, or be able to obtain, and maintain a valid South Dakota driver’s license, have an excellent driving record, and be insurable under the Company’s policy carrier.

Other Qualifications and/or Credentials:

Physical Requirements:

Working Conditions:

Good working conditions with the absence of disagreeable conditions. Climate-controlled building with adequate lighting and space. The noise level in the work environment is usually quiet.

Note:

To perform this job successfully, an individual must be able to perform the essential duties satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Disclaimer:

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.