Office Assistant

Job Description

Job Description

OFFICE ASSISTANT

Reports to: Executive Assistant
Status: Regular, Full-time, Non-exempt
Location: Anchorage, AK

JOB SUMMARY: The Office Assistant serves as a vital administrative support resource for all departments within the corporate office, delivering exceptional service with professionalism and care. This position is both foundational and dynamic, offering exposure to a wide range of office functions and opportunities for growth. The role emphasizes collaboration, organization, and a proactive approach to daily operations, ensuring the smooth functioning of the workplace and a welcoming environment for staff, shareholders, and visitors.

PRIMARY RESPONSIBILITIES

• Champion Aleut values: accountability, transparency, and rigor.
• Greet all visitors with warmth and direct appropriately, whether to a specific meeting location, the Shareholder Care Center, or otherwise.
• Assist the Executive Liaison and various departments with administrative task completion.
• Provide front desk coverage and support to the administrative team daily with identified priorities and shared responsibilities.
• Prioritize phone coverage, ensuring all calls are answered or followed up on promptly.
• Oversee all incoming and outgoing mail, track and maintain office supplies and usable inventory, manage breakroom stock and refill on Fridays, and report outstanding needs to Executive Assistant or through the appropriate resource, i.e. Asana.
• Ensure office equipment is maintained and operational, coordinate with support services for repairs or supplies.
• Assist with office projects through organization and support from inception to completion.
• Partner with administrative team on planning and coordination efforts to execute office events and activities.
• Maintain and update corporate records, files, and information; assist shareholders and descendants with requests and inquiries, log all interactions in the shareholder database.
• Submit monthly expense report with proper coding and supporting documentation, which may include own personal report as well as management of others.
• Coordinate with facility and maintenance personnel to address office needs; act as onsite contact, place related work orders for furniture installation, move, or assembly.
• Assist in the coordination of meetings, including room setup, clean up, and catering arrangements.
• Act as liaison for the conference room calendars and communicate any changes or conflicts, request immediate IT assistance when necessary.
• Prepare and/or maintain logs, letters, memos, forms, and reports; copy, sort, and file records related to office activities and business transactions.
• Perform offsite errands as necessary and process mileage reimbursement in a timely manner.
• Manage and maintain comprehensive desk manual for position; changes are thoughtfully implemented, and quarterly reviews are performed to remove outdated information.
• Perform other duties and special projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Possesses strong interpersonal skills and the ability to engage effectively with co-workers, managers, executives, board members, and external contacts.
• Exhibits strength in organization, initiative, and adaptability.
• Competence with excellent communication and generous listening skills.
• Proficiency with Microsoft Office programs including Word, Excel, Outlook, Teams and PowerPoint.
• Ability to work independently with minimal supervision as well as collaboratively alongside our team.
• Consistently demonstrate the ability to anticipate the needs of both leadership and team members by proactively preparing for anticipated tasks.
• Ability to accomplish multiple tasks concurrently and with accuracy by evaluating and prioritizing the order of importance.
• Aptitude to learn Asana program and utilize on a daily basis alongside team, assist with updating Administrative Team page and take part in leading admin team check in meetings.
• Displays consistent punctuality, professional appearance in grooming and dress, and a friendly, appropriate demeanor. Clear and early communication is provided on absences requested for sick or personal leave.
• Shows initiative to seek out work when all assigned tasks are either completed or not requiring immediate attention.
• Willingness to ask questions for clarification when given a task or project to ensure a high-quality result.
• Skill in ability to collaborate effectively and professionally with all levels of management, staff, and affiliated-company employees across Aleut.

MINIMUM QUALIFICATIONS

1. High School Diploma or GED.
2. Three (3) years working in an office setting, or any combination of experience, education, and training in a related field of work.
3. Driver’s License

BENEFITS

• 401K - Employer matching up to 4%.
• Paid Holidays (13/year).
• Paid Time Off (accrued bi-weekly, starts at 6.20 hrs per pay period/20 days a year).
• 100% Employer paid Dental/Vision for employees and their qualified dependents.
• 100% Paid Employee Life Insurance / Disability.
• Potential for Annual Incentive.
• Advance your career with exclusive tuition benefits—Aleut employees and subsidiaries enjoy in-state tuition rates plus a 10% discount on University of Alaska Fairbanks online courses and certifications.

PREFERENCE STATEMENT

The Aleut Corporation (“Aleut”) is committed to providing employment and development opportunities for our shareholders and descendants. Aleut shall make employment selections first based on qualifications for the position. Preference shall then be given to eligible and qualified TAC shareholders and descendants in accordance with the Alaska Native Claims Settlement Act, 43 U.S.C. § 1601 et seq., and other applicable laws.

Aleut is an equal opportunity employer. Aleut shall select, train, and promote the most qualified individuals based upon relevant work factors such as work quality, attitude, education, and experience, so as not to discriminate against any employee or applicant on the basis of race, color, sex, sexual orientation, national origin, religion, marital status, changes in marital status, pregnancy, parental status, physical or mental disability, age, status as a disabled veteran, special disabled veteran, Vietnam veteran, and all other eligible veterans, or other classifications protected by applicable law.