What are the responsibilities and job description for the Executive Administrative Assistant position at PACIFIC DATAPORT?
About Pacific Dataport Inc
Pacific Dataport Inc is a satellite telecommunications company based in Anchorage, Alaska. Its primary mission is to bring new satellite technology to Alaska. The future of Alaska, especially rural Alaska, depends on access to reliable internet service and Pacific Dataport is ready to make it happen.
Executive Assistant
The Executive Assistant provides support to the CEO of the organization in addition to assisting key company executives with scheduling, organization and administrative tasks. The Executive Assistant will act as an all-around gatekeeper and strategically manage the CEO’s time with respect to priorities, goals, and objectives.
Key Responsibilities
- Work directly with the CEO to support all aspects of his daily work routine.
- Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the CEO, staff and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions, internal and external, with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs.
- Assist in activities and processes including project planning, intake, prioritization, initiation, execution, and training.
- Assist the CEO and team in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Handle printing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail; maintain e-mail and other address directories.
- Compose and prepare letters relating to routine correspondence for the CEO’s signature.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems and submit documents for signature using secure electronic methods.
- Maintain confidential and sensitive information.
Job Skills
· Ability to multitask and prioritize tasks.
· Excellent time management skills.
· Well-developed organizational skills.
· Attention to detail.
· Great verbal and written communication skills.
· Professional discretion.
- Basic understanding of frequently used computer software and programs, such as Microsoft Office and online collaborative tools. Prior experience with using Docu-sign, BOX and Smartsheet is a plus.
- Interpersonal skills
Job Type: Full-time
Schedule:
- 8 hour shift
Work Location: In person