Administrative Assistant IV

Administrative Assistant IV [C]

Compensation $38.32/hr Location Anchorage, Alaska Schedule 9-80 Target Start Date ASAP Scope / Overview The Administrative Assistant IV [C] provides high-level administrative support to the Alaska Digital Technology and Capital Projects organizations. This role is responsible for managing complex calendars, coordinating travel, supporting onboarding activities, maintaining records, processing expenses and invoices, and serving as a key point of contact for office operations and administrative functions. The successful candidate will support multiple leaders and teams in a fast-paced environment, requiring exceptional organizational skills, sound judgment, discretion with confidential information, and the ability to manage competing priorities across multiple time zones.

Key Responsibilities

• Manage complex calendars, meetings, and appointments for managers and leadership teams
• Coordinate internal and external meetings across multiple business units and time zones
• Filter and prioritize communications, including emails and phone calls
• Prepare and process expense reports, timekeeping records, invoices, and other administrative documentation
• Maintain electronic and paper records, files, and documents

Travel Coordination

• Coordinate domestic and international travel arrangements in accordance with company policies
• Understand travel requirements, including passport, visa, immunization, and travel advisory guidelines
• Maintain communication with managers during travel periods and proactively manage itinerary changes
• Coordinate North Slope travel logistics for supported personnel

Office Operations

• Manage office supply inventories, mail distribution, office moves, and facility work requests
• Coordinate logistics and hospitality for visitors and external stakeholders
• Support community engagement initiatives, company events, and volunteer activities
• Provide backup support for other administrative professionals as needed

Onboarding and Team Support

• Prepare and maintain onboarding materials for new employees
• Coordinate badging, safety training, ergonomic evaluations, workspace setup, and equipment needs
• Schedule department meetings and assist with weekly reporting requirements
• Develop, edit, and format presentations, reports, and documents using Microsoft Office applications

SAP Security Coordination

• Perform SAP Security Coordinator responsibilities, including:
• Submitting access requests
• Monitoring and troubleshooting access issues
• Supporting user access reviews and compliance activities
• Maintaining security-related documentation

Required Qualifications

• Legally authorized to work in the United States without sponsorship
• Minimum of 5 years of administrative assistant experience
• Intermediate proficiency with Microsoft Word, Excel, Outlook, and PowerPoint
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent verbal and written communication skills
• Demonstrated ability to handle confidential information with discretion

Preferred Qualifications

• 3+ years of administrative support experience within Digital Technology/IT and/or Capital Projects organizations
• 3+ years of experience managing multiple priorities with limited supervision in a fast-paced environment
• 1+ year of experience handling sensitive or confidential information
• Working knowledge of SAP, including security access processes
• Experience coordinating travel, onboarding, and office operations
• Experience supporting leadership teams and cross-functional organizations

Key Competencies

• Strong customer service mindset
• Excellent attention to detail and follow-through
• Ability to anticipate needs and proactively solve problems
• Effective collaboration across organizational boundaries
• Sound decision-making and ethical judgment
• Adaptability and flexibility in changing environments
• Strong interpersonal skills with the ability to influence and build trust
• Continuous improvement mindset and commitment to operational excellence