What are the responsibilities and job description for the CHAP Executive Assistant position at Maniilaq Association?
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MANIILAQ ASSOCIATION
11/2025
Title: CHAP Executive Assistant Range: TBD
Program: Community Health Aide Program Status: Non-Exempt
Housing Priority: None Covered: Yes
POSITION SUMMARY
This position works for the CHAP Manager and supports CHAP Administration consisting of 8-12 employees. Provides direct administrative support for CHAP Administration to include travel, purchasing, signature approvals, work orders, scheduling meetings, drafting reports, and ensuring appropriate record keeping. The Executive Assistant directly supervises the Administrative Coordinator for the CHAP office at Maniilaq Health Center. Performs special projects as assigned by the CHAP Manager.
PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Recruit, hire, train, supervise, and evaluate the performance of the Administrative Coordinator.
2. Maintains a schedule and ensures coverage and support for the Administrative Coordinator; and at times, providing direct coverage.
3. Assists with transportation, on-boarding, orientation, and arranging training schedules for new hires.
4. Schedules meetings, sends correspondence, reserves meeting space, takes notes, and prepares written reports for CHAP Administration.
5. Schedules policy development meetings, creating written drafts, and assisting with annual reviews of CHAP policies.
6. Updates and distributes the CHAP employee listing on a weekly/monthly basis.
7. As assigned by supervisor, leads special projects on behalf of CHAP; such as employee appreciation, celebrations and special event coordination.
8. Responsible for monthly reconciliation and submission of credit card charges.
9. Helps assemble CHAP board report materials.
10. Arranges flights, travel requisitions, lodging, and other travel accommodations for traveling CHAP Administration.
11. In support of CHAP Administration, orders supplies and equipment following our procurement process and ensure orders are tracked, received and distributed accordingly.
12. Demonstrates exceptional customer services skills and holds all staff members accountable for a positive customer service attitude at all times.
13. Utilizes team building, problem-solving skills in the on-going quality improvement initiatives.
14. Evaluates administrative workflows and recommends process improvements; developing new effective/efficient workflows when necessary.
15. Submits and tracks work orders on behalf of CHAP Administration.
16. Participates in CHAP service team plan including planning, monitoring and data collection.
17. Performs other duties as assigned.
MINIMUM REQUIREMENTS
High school diploma or equivalent. Must have an Associate of Arts in business or health care administration OR 5 years’ experience in health care or business administration. Knowledge in Microsoft office software applications including Excel and Word. Experience in creating and maintaining office and program filing systems. Must possess excellent customer service, the ability to multi-task, and be able to work effectively under pressure. Must possess a valid Alaska Driver's license, clear a driving background check, and become an approved Maniilaq driver.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of people in this job, and the employer reserves the right to revise or change this description. This description does not constitute a written or implied contract of employment. To perform this job successfully, an individual must be able to satisfactorily perform each of the above essential duties and meet physical demands. Reasonable accommodations may be made to enable individuals with disabilities to meet those conditions.