Executive Assistant

Ambler Metals is exploring the highly prospective Ambler Mining District in Alaska which is home to some of the world's richest known copper-dominant polymetallic deposits, known as the Upper Kobuk Mineral Projects (UKMP). This role provides confidential administrative, logistical and technical support to the company President and executive team. Accountabilities Perform all administrative duties for the President in a confidential and professional manner. Receive and screen telephone calls and provide assistance using independent judgment to determine those that require priority attention; prioritize, channel, and facilitate communication from department heads. Coordinate cost-effective and sometimes complex domestic and international travel arrangements, creating agendas and itineraries as required. Provide logistical support to the President. Provide administrative support to the Board of Directors; assisting with coordinating meetings and logistics. Assist with managing and updating of contact lists and distribution lists. Coordinate the schedule of appointments using Microsoft Outlook and Microsoft Teams (often across several time zones), providing all coordination, preparation, and reminders. Prepare expense reports and submit to A/P for reimbursement. Assist the President by providing technical support for various tasks. Assist with the preparation of business presentations including written reports and PowerPoint presentations. Prepare and/or edit internal and external letters, memos and mass emails. Carry out specific projects and research assignments as required. Ensure existence of well-maintained and confidential filing systems, including the Company's electronic Document Management System. Ensure accurate and timely input of data and maintenance of project files, records and reports in a professional and confidential manner consistent with corporate policies, internal controls and procedures of the Company. Arrange travel bookings for the executive leadership team. Administer the office telephone system including auto attendant greetings and voicemail. Act as main point of contact for service providers and act as administrator for any related software and online accounts. Administer the Concur Expense & Travel software. Support the office activities of the IT service provider. Manage and track the distribution of office keys and building access cards. Assist with the orientation of new hires. Assist with planning and coordination of company functions and special events. Assist with seasonal employee and contractor travel planning including air travel, hotel and ground transportation. Provide support with general office administration as required including: Assist staff with the booking of company resources including meeting rooms, teleconferencing, and web-based conferencing Design/edit forms and templates in Word and Excel Coordinate catering for meetings and events Arrange for postal service, couriers, office supplies, equipment maintenance, and ensure all common spaces in the office are neat, orderly and well-stocked Maintain and distribute the office staff telephone directory Direct visitors, monitor voicemail on the Company's main telephone line, redirect faxes. Qualifications, Skills and Experience Education/Training Associate Degree in Office Administration or equivalent combination of education and experience Certified Administrative Professional designation (CAP), Professional Administrative Certification of Excellence (PACE) or equivalent highly preferred Microsoft Office certification at the Specialist of Expert level preferred Knowledge, Skills and Abilities Demonstrated high level of energy, self-motivation and strong organizational skills Expert Microsoft Office skills including, Outlook, Word, Excel, Teams and PowerPoint Excellent interpersonal and communication skills Excellent written communication skills Demonstrated success in a detail- and deadline-oriented quickly changing environment, with ability to prioritize decisions effectively Skill in presenting information clearly and in a tactful manner Skill in problem solving and establishing collaborative relationships Ability to work independently as well as take direction from supervisor Ability to be flexible with time and methods and adaptable to change Demonstrated ability to work in a confidential manner Ability to exercise good judgement Work requires exertion of up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Experience Minimum 10 years' experience in administration with at least 5 years supporting C-level executives preferred. Experience working with Alaska Native leaders and rural communities preferred. Working Conditions Work takes place primarily in Ambler Metals' office in Anchorage. This is not a remote or work-from-home position. #J-18808-Ljbffr