Administrative Coordinator

Overview


The Administrative Coordinator provides support to executive leadership, manages office workflows and document control, and supports daily operational functions to ensure efficiency and effectiveness within the office.

ESSENTIAL FUNCTIONS:

• Working closely with the senior executive leadership to manage calendars, travel, logistics, and workflow.
• Provide administrative support to include document management, word processing, spreadsheet creation, reports, and general office support.
• Plan and prepare meetings, including agendas, itineraries, materials, locations, virtual links, and calendar management.
• Respond to phone calls, emails, voicemails, mail, and greet guests, directing inquiries to appropriate staff.
• Support daily departmental operations, administrative duties, and special projects as assigned.
• Coordinate travel and logistics for company personnel
• Complete finance-related tasks such as check requests, coding support, travel preparation, and credit card reconciliations (including organized receipt management).
• Track and manage department supply inventory; maintain office equipment and workspace areas.
• Support department safety and security by executing emergency procedures when required.
• Adapt to frequently changing priorities, systems, processes, and team organization while maintaining accuracy and productivity.
• Assist management with various projects and special assignments from initiation through completion.
• Orient new employees to the department; serve as a resource, mentor, and trainer.
• Deliver professional customer service to staff, clients, vendors, and stakeholders, using diplomacy and discretion with confidential information.

Supervisory Responsibility :


This position supervises the receptionist and provides break and vacation relief.

MINIMUM QUALIFICATIONS:

• 3-5 years of experience supporting senior leadership or C-suite executives; Ability to anticipate executive needs and proactively resolve issues

• Strong report-writing skills, including the ability to compile, interpret, and present information clearly and professionally
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools
• Exceptional written and verbal communication skills
• Exceptional writing, editing, and proofreading abilities
• Experience preparing executive-level presentations, summaries, and briefing materials
• Proven ability to manage confidential information with discretion
• Strong organizational skills with experience handling multiple priorities in a fast-paced environment
• Demonstrated ability to build relationships and collaborate with internal and external stakeholders
• High attention to detail and accuracy
• Valid Alaska driver's license and ability to meet Fairweather insurance requirements.
• Demonstrated professionalism, emotional intelligence, and problem-solving skills aligned with Fairweather's values.

PREFERRED QUALIFICATIONS:

Experience with project coordination or light project management preferred

Experience with proposal writing

Familiarity with contractual documents and document control processes

Competencies:

Adaptability- Adapts to changing conditions and work assignments, sets priorities, and manages multiple assignments and tasks.

Administrative Skills- Performs a variety of responsible and confidential office, clerical, and professional administrative duties.

Attention to Detail- Ensures one's own and others' work and information are complete and accurate.

Communication Skills- Listens, writes, and speaks effectively, and positively relates and interacts with co-workers and others.

Dependability- Consistently adheres to operational standards, ensures smooth operations and positive customer experiences, builds a productive workplace, is reliable, and improves team morale.

Independence- Works with minimal supervision.

Time Management- Manages time effectively when accomplishing tasks, projects, and goals.

Willingness to Learn- Willing to learn new skills or techniques to meet the demanding changes of job duties and responsibilities.

Disclaimer: The above information 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.

PREFERENCE STATEMENT : As a Doyon company, Fairweather grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.