What are the responsibilities and job description for the Senior Executive Assistant - NANA - Kotzebue, AK position at NANA?
Job Description
Reporting to the Director of Administration, the Senior Executive Assistant provides executive, administrative, operational, and financial support for the Kotzebue office. This position oversees front desk operations and the Administrative Coordinator, manages assigned assistance programs, supports departmental financial tasks such as expense reports, invoice processing, check requests, budget tracking, and approvals, and coordinates meetings, events, and executive-level initiatives. Working closely with leadership, departments, Shareholders, vendors, and community partners, the Senior Executive Assistant helps ensure efficient office operations and supports organizational goals. The position also oversees the administration of burial, medical, and homeless travel programs.
Responsibilities
General and Executive Level Support
Weather: Indoors - environmentally controlled; requires most or all work to be done inside.
Noise level: The noise level in the work environment is usually that of a standard office atmosphere.
Description of environment: Office building with standard office environment.
Physical requirements: Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.
Travel: Employee may travel up to 25% to various locations within the U.S. and/or remote locations and may be required to use alternative modes of transportation, including but not limited to snow machines, boats, small airplanes and ATVs.
Reporting to the Director of Administration, the Senior Executive Assistant provides executive, administrative, operational, and financial support for the Kotzebue office. This position oversees front desk operations and the Administrative Coordinator, manages assigned assistance programs, supports departmental financial tasks such as expense reports, invoice processing, check requests, budget tracking, and approvals, and coordinates meetings, events, and executive-level initiatives. Working closely with leadership, departments, Shareholders, vendors, and community partners, the Senior Executive Assistant helps ensure efficient office operations and supports organizational goals. The position also oversees the administration of burial, medical, and homeless travel programs.
Responsibilities
General and Executive Level Support
- Provides high-level executive and operational support to the Board of of Directors, President/CEO and leadership teams.
- Performs exempt-level administrative support duties requiring discretion, independent judgment, prioritization, and coordination across departments, staff, Shareholders, vendors, and community partners.
- Oversees front desk operations, customer service functions, and assigned staff, including the Administrative Coordinator, to ensure professional reception coverage, timely response to inquiries, visitor coordination, mail and package handling, office supply support, and consistent service for employees, Shareholders, and visitors. Monitors workload priorities and service levels to ensure administrative support functions are completed accurately, professionally, and in a timely manner.
- Provides work direction, training, coaching, and performance feedback for assigned administrative staff.
- Coordinates and provides guidance to on-call staff, including scheduling support, work direction, communication of office needs, and follow-up to ensure assigned tasks are completed accurately and on time.
- Oversees the administration of medical, burial, homeless assistance, and related support programs by receiving requests, gathering required documentation, coordinating approvals, maintaining confidential records, and working with appropriate departments to process assistance in accordance with established guidelines.
- Provides financial accounting support by ensuring timely completion of expense reports, coding invoices, check requests, and related requests, monitoring expenses, tracking budget activity, and coordinating with Accounting and other departments to support accurate and timely processing.
- Manages budget activity for burial, medical, and homeless travel programs. Ensures compliance, timely processing of requests, and accurate reporting.
- Coordinates with the Accounting Department to support accurate coding, processing, tracking, and reconciliation of departmental expenses and related financial activities.
- Meeting support includes agenda development, coordination of meeting logistics, preparation and distribution of meeting materials, in-meeting support, documentation of key discussions and action items, and timely follow-up to ensure tasks, decisions, and commitments are communicated and completed effectively.
- Provides meeting and event support by coordinating with internal teams, external organizations, vendors, and other stakeholders to plan, schedule, and execute successful meetings and events. Responsibilities may include managing logistics and arranging transportation for meeting attendees when needed.
- Meeting and event support is an essential responsibility of this role, requiring a commitment to flexibility and responsiveness through early arrivals, extended hours, and active participation to ensure meetings, events, and organizational priorities are executed successfully.
- Other duties that are pertinent to the department or unit’s success also may be assigned.
- Must be a NANA Shareholder.
- Bachelor’s degree in business administration or related field of study or related experience.
- Minimum of five (5) years of relevant work experience directly supporting senior level executives.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook). (Testing will be conducted to assess candidates’ proficiency.)
- Expert level verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in interacting with diverse groups of people, board members, senior executives, staff, community leaders, partners, Shareholders, etc.
- Ability to complete a high volume of tasks and projects and work independently with minimal guidance.
- Ability to react with appropriate levels of urgency to situations or events that require a quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential.
- Ability to regularly exercise discretion in matters of importance to the organization within broad parameters.
- Forward-thinking individual who actively seeks opportunities and proposes solutions.
- Moderate complexity encountered regularly, requiring reliance on technical expertise, previous experience and analytical and problem-solving skills.
- Alaska Driver’s license with an insurable driving record acceptable to NANA’s insurance carriers.
- Familiar with the geography, culture and people of NANA Region.
- Supervisory experience.
- Project management experience.
Weather: Indoors - environmentally controlled; requires most or all work to be done inside.
Noise level: The noise level in the work environment is usually that of a standard office atmosphere.
Description of environment: Office building with standard office environment.
Physical requirements: Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.
Travel: Employee may travel up to 25% to various locations within the U.S. and/or remote locations and may be required to use alternative modes of transportation, including but not limited to snow machines, boats, small airplanes and ATVs.