Executive Assistant

Job Description

Job Description

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.