Company Overview
Ukpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $700M annually. UIC is projected to grow substantially in the coming years to become a top 3 company in Alaska by 2030. 

As a proud Alaska Native Corporation, our success brings growth and benefits to our Inupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities. We recruit only qualified people looking to join a workforce characterized by strong leadership, competent and hard-working staff, and a superior work environment with a focus on career development, great wages and benefits.

Job Summary

The Executive Assistant provides executive level administrative support to the Vice President of Arctic Operations & Development (AO&D).  The Vice President of AO&D relies upon this person to serve as the administrative extension of the Vice President and to assist in the direct and indirect management of the AO&D holding company and its subsidiary companies, current and future.  The Executive Assistant facilitates the office administration to ensure high standards of professionalism and performance.  This person will coordinate with UIC’s executive management team to support the strategic objectives set by the President/CEO and Board of Directors.

Roles & Responsibilities

• Provide executive level administrative support to the Vice President of AO&D in coordination with the executive management and support staff, as needed.
• Responsible for the coordination, management, and accuracy of the Vice President of AO&D’s executive calendar, including meetings, appointments, events, and contacts.
• Assist in the preparation and delivery of effective, accurate, and polished presentations for the Vice President of AO&D and other assigned executives, which may include emails, memos, reports, and presentations.
• Coordinate and collaborate with internal and external teams to ensure that projects and tasks align with the AO&D and UIC's goals and objectives.
• Facilitate communication between the Vice President of AO&D, executives, staff, and external stakeholders, including responding to inquiries and requests, drafting and sending correspondences, and managing phone and emails communications.
• Coordinate communications and schedules between the President/CEO, the Board of Directors, and executives, as needed.
• Screen and prioritize phone calls, mail, and other incoming communications for the Vice President of AO&D, responding independently when appropriate.
• Prepare, or assist in the preparation of the AO&D budgets, including tracking expenses and processing invoices.
• Prepare, or assist in the preparation of expense reports, travel authorizations, travel vouchers, and mileage logs for the Vice President of AO&D, executives, and staff.
• Ensure travel arrangements for the Vice President of AO&D, executives, and staff are setup in a timely manner.
• Ensure compliance with management and policies relating to travel, expenses, records, meeting conduction, and other matters.
• Manage staff requests for meetings and other matters relating to the Vice President of AO&D.
• Attend meetings as requested by the Vice President of AO&D, provide a thorough review of meeting materials, and assist in the preparation of any necessary reports or follow-up actions.
• Manage and maintain confidential records, including financial documents, legal agreements, and employee documents.
• Take and transcribe dictation and prepare confidential correspondence, reports, and other complex documents.
• Protects the confidentiality of the company’s and Vice President of AO&D’s matters in accordance with company policy, to include identification of sensitive and confidential information, appropriate use of media for communications, secure storage of sensitive information, appropriate disclosure and nondisclosure of information, and training and enforcement of the same with staff.
• Provide administrative support to the Stock Department for Annual Meetings and Shareholder Informational Meetings, as needed.
• Provide administrative support to the executive team as needed.
• Ensure efficient and effective administrative support in the AO&D offices, including managing schedules, meetings, correspondences, office supplies, and other administrative functions.
• Supervise AO&D clerical support and other support staff, as required. Coordinates with other clerical and administrative staff across corporate departments and subsidiaries to achieve efficient and effective administration throughout the Barrow corporate office.
• Assists and organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budget on behalf of the Vice President of AO&D direction or request.

Knowledge, Skills, and Abilities

• Excellent administrative and organizational
• Excellent verbal and written communication skills.
• Proven dependability and ability to manage a large workload with competing
• The ability to operate as the extension of the President with minimum supervision, strong organizational and planning skills.
• Must have demonstrated ability to work effectively and productively with different employees, representatives of other organizations, and the public.
• Expertise with administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, PowerPoint, and various online travel applications.
• Demonstrated ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
• Dependable performance and punctual
• Periodic travel, both in state and out of state and some evening/weekend/holiday work may also be required.
• Experience working within an Alaska Native Corporation preferred.

Education and Experience

Associate of Arts or Bachelor of Science degree; Bachelor of Arts or Science degree is preferred.  Experience of comparable value may be substituted for the degree requirement.

Six years of administrative experience that results in demonstrable expertise in comprehensive office administration and executive assistance, eight years is preferred.

Four years of experience providing direct executive level administrative support.

Four years supervisory experience is required and may include some indirect supervision.

Experience working within an Alaska Native Corporation is preferred.

Equipment Used

Common office equipment such as:

• Computers, tablets, and smartphones
• Print/Copy/Scan/Fax Machines
• Telephones, teleconferencing systems, and videoconferencing systems

Physical & Mental Demands

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.

• While performing the duties of this job, the employee is frequently required to read text on a computer screen and hard copy, stand or sit, talk, and hear.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• Exposure to moderate levels of noise in a well-lit, well-ventilated and moderately paced office environment.
• The employee must regularly lift and/or move up to 20 pounds.

Ukpeaġvik Iñupiat Corporation (UIC) considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran’s status or any other legal protected status. In furtherance, pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants, based on the provisions contained within The Alaska Native Claims Settlement Act. EOE/AA/M/F/D/V

WORK ENVIRONMENT & CONDITIONS

This position is based in the Barrow AO&D office and may include some travel to Anchorage, Alaska, across Alaska, and throughout the Lower 48.  Typical office setting in a large office building.  Work is generally sedentary in nature, but may require frequent standing and walking. Occasional travel to Construction Site Settings.  May be subject to environmental conditions of a general office setting/construction setting.

TRAVEL

Occasional work-related travel by air.

UIC Preference Hiring:

Pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC shareholders and their descendants, based on the provisions