Administrative Assistant

Executive Administrative Assistant

As the Executive Administrative Assistant you will work Monday through Friday and occasionally on Saturday, primarily within the Wasilla UMV Branch making between $22 and $25 an hour. You will assist and oversee administrative tasks in support of the company President, General Manager, HR Manager, Finance Coordinator and Management Team. You will work extensively with Microsoft 365 and SharePoint. Your day will be a combination of reviewing and responding to emails and phone calls, monitoring and updating calendars, coordinating travel as needed, scheduling meetings, taking and distributing meeting minutes and managing tasks assigned to you. You will also spend time assisting HR with reviewing and interviewing job applicants and onboarding. If staffing requires, occasionally you will work in the lobby, greeting customers and performing some of the more basic vehicle transactions. At times you will be called upon to support community engagements where UMV has a presence.

A successful candidate will:

• Be reliable and punctual
• Pass a background check. We use Alaska state information systems. Gaining access requires passing a background check and fingerprinting.
• Have a valid Alaska Driver's License or ID, with a clean driving history
• Be highly proficient in all aspects of the Microsoft Office Suite including SharePoint
• Have a keen attention to detail
• Have demonstrated experience successfully engaging with senior levels of management
• Be professional in appearance and communications
• Have demonstrated exceptional written and interpersonal communication skills
• Be comfortable working autonomously, overcoming challenges and finding solutions
• Be well organized and have shown the ability to effectively handle multiple tasks simultaneously and changing priorities
• React with appropriate urgency to situations that require a quick turnaround
• Have experience handling monetary transactions
• Follow through and take responsibility for assigned projects
• Anticipate needs and take initiatives to find solutions
• Be able to travel to support community and company events

Some of the duties and responsibilities of this job are:

• Be punctual and available to work during your scheduled time
• Manage the President and General Manager's calendars
• Conduct research to locate information, processes and resources
• Monitor tasks assigned to the Management Team and provide timely follow up
• Coordinate and schedule travel for the Management Team
• Review documents for accuracy, format and content
• Schedule meetings, create agendas, take and provide minutes to the Management Team
• Manage and collaborate on assigned projects
• Work with HR on recruiting and onboarding efforts
• Monitor and respond to emails and phone calls
• Lead company event planning and coordination
• Travel to community and company events
• Run work related errands

UMV abides by our FIERCE values:

• Finding the Yes with an energetic personality and confident demeanor to assist while providing ethical and exceptional customer service in a fast-paced environment
• Exhibit interpersonal skills that demonstrate active listening, conflict resolution, innovative problem-solving, adaptability, empathy, diplomacy, awareness, and respect.
• Demonstrate consistency through job knowledge, keeping up to date with SOPs, and state and federal requirements
• Has the desire to strive for excellence always. Delivering excellence doesn't just happen; it takes hard work and dedication.

Compensation:

Based on experience

Hourly Pay: $22 - $25 DOE

Benefits:

• Paid Time Off (2 Weeks annually with tiered progression)
• Paid Holidays after 60 days of employment. 8 per year with extended weekends for Memorial Day and Labor Day
• Health/Vision Insurance after 60 days of employment. UMV Pays 75% of Employee Only premium
• 401K with 4% match after one year of employment

Hours and Locations:

• Monday – Friday between 8:30 and 5
• Saturdays occasionally to support events
• Primary location is Wasilla UMV Branch

Education/Experience:

• Minimum of High school Diploma or equivalent (Required)
• Minimum 2 years of experience as Administrative Assistant or similar role

Physical Requirements:

• Ability to stand and sit for extended periods
• Ability to lift up to 50 pounds
• Must be able to travel