GCI's Senior Executive Administrator provides high level executive and administrative support to management, including managing the broad strategic, policy, and agenda; directing daily correspondence and communication, and responsibly handling confidential and sensitive information. Facilitate and maximize the activities of energetic, highly active, and time-constrained company executive; requires self-motivation, independent thinking, confident decision making, and exceptional organization, and communication skills; ability to exercise judgment, take initiative, and being resourceful and highly attentive.
Knowledge, Skills and Abilities:
Requires a substantive understanding of issues through active listening and discussion.
Strong Interpersonal and organizational skills.
High degree of accuracy in attention to detail. Must be organized with the ability to multi-task, prioritize, and work under pressure to meet tight deadlines.
High degree of reliability to complete assigned tasks in a timely manner.
Expert knowledge of proper grammar and spelling; good vocabulary, editing, and proofreading skills.
Excellent oral and written communication skills are required. Ability to communicate effectively, both verbally and in writing, with all levels of the company and providing excellent customer service and interpersonal skills.
Excellent telephone etiquette and good public contact skills.
Demonstrated ability to establish and maintain collaborative work environments.
Ability to adjust to a rapidly changing environment and multi-task with minimal supervision.
Must be able to work under pressure, often on multiple simultaneous tasks
Demonstrated ability to keep confidential and competitive information secure. Ability to exercise discretion and confidentiality working with highly sensitive information.
Thorough knowledge of modern office practices and procedures and the use of office machines and equipment.
Computer knowledge and software application skills on both a Mac and PC is critical, including: Word, Excel, PowerPoint and Outlook.
Ability to manage and troubleshoot computer, IT and telecommunications-related service issues.
Knowledge of accounting and budgeting processes.
Experience creating high quality presentation materials in a variety of delivery formats, with focus on PowerPoint.
Certifications: Industry specific certifications are highly valued and can contribute toward education. Notary Public highly valued
Additional Job Requirements:
60% Provide high level administrative support services:
Facilitates the strategic agenda of company executive, including advocacy, policy, and internal operation initiatives. Builds and maintains up-to-date knowledge base and understanding of the executive senior management, department's objectives, and primary goals.
Manages high volume of daily correspondence, primarily via email, including timely first-level response to meeting requests and redirection of inquiries; requires ability to exercise sound judgment, prioritize matters, and secure attention to matters requiring action and response.
Organize and maintain daily calendar, including scheduling meetings by efficiently coordinating schedules of multiple attendees, planning room reservations, conference bridges and meals; be flexible to adjustments and competing requests for executive time; exercise judgment to determine and consult with GC to determine priorities.
Under direction, assists management of the workflow for department by participating in weekly departmental meetings and tracking agenda items.
Prepares and processes monthly pcard and expense reports, and secures review for submissions by direct reports.
20% Organize travel schedule, including conference arrangements, meetings schedule, speaking invitations, and panel participation; prepare PowerPoint presentations and other preparatory materials, including solicitation of background materials from other employees.
10% Manage departmental functions regarding budgeting, purchasing, travel and expense reports and monthly cost monitoring:
Receives, organizes and codes invoices, including as aided by database resources, according to Accounting procedures and ensures invoices are reviewed and approved by appropriate staff.
With department analyst, tracks monthly budget, requiring understanding of process, entries, and underlying budget development; assists in annual budget preparation.
Determines office equipment, supply and IT needs, including computer and related acquisitions, installations, troubleshooting and operation of remote office, and coordinates with Anchorage IT team and outside consultants.
10% Effective communication; manages daily department activities and helps promote collaborative working relationship within department and with other departments; utilizes knowledge of department objectives and goals to plan internal and external meetings and planning sessions and to document meeting results and follow-up.
Years of Experience required to meet minimum qualifications: A minimum of six (6) years' of professional experience performing executive assistant, office management and/or secretary duties or other professional office environment.
Level of Education required to meet minimum qualifications: High School diploma or equivalent required. Bachelor's Degree in relevant field required, or in addition to minimum experience required, degree may be substituted with a combination of relevant education and/or work experience sufficient to perform the duties on a year-for-year basis. Professional certifications highly valued.
Physical Requirements:Physical effort may include stooping, kneeling, touching, feeling, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions. Clarity of vision to see near, mid-range, and color. Ability to lift and carry up to 25 lbs.
Working Conditions: The work area must be quiet and free of distractions. Lighting must be adequate and without glare. Distracting noises should be kept to a minimum. The employee's desk must be adequate, designed to safely accommodate the equipment the employee must use, e.g. computer, printer, keyboard, monitor etc. The employee must have reliable connectivity to the internet to access GCI via VPN. Employee workstation must comply with GCI's ergonomics standards.
The company and its subsidiaries operate in a 24/7 environment providing critical services to Alaskans and may need to respond to public health and safety matters or other business emergencies. Due to business needs employees may be contacted outside of the core business hours to respond to the immediate emergency. As such, you will be requested to provide emergency after hours contact numbers, to include your home and cell phone numbers if you have those services.
Driving Requirements (if applicable): Must possess and maintain a valid driver's license, proof of insurance, and a satisfactory driving record.
EEO: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or another characteristic protected by law.
Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, and responsibilities required of employees assigned to this job.