Administrative Assistant I

Calista Corporation•Fairbanks, AK

1d•Hybrid

About The Position

The Administrative Support Specialist will provide administrative, operational, and accounting support to ensure efficient and effective operations for the Calista Brice Holding Line. This position supports leadership and multiple business lines through coordination of administrative processes, invoice and expense management, meeting and travel coordination, reporting, and general office support functions. The incumbent must demonstrate personal initiative, sound judgment, strong organizational skills, and the ability to complete assignments with minimal supervision in a deadline-driven environment. This role requires the ability to manage multiple priorities, maintain confidentiality, communicate professionally, and consistently provide high-quality support in a fast-paced, remote and/or hybrid work environment.

Requirements

High School Diploma or equivalent required.
Two (2) years of experience working in a professional office environment required.
Experience with Microsoft Office Suite, especially Excel, required.
Ability to pass drug and background screening.

Nice To Haves

Associate’s degree in business, Accounting, Office Administration, or related field preferred.
Experience supporting accounting, invoice processing, or Accounts Payable functions preferred.
Experience working in a remote or hybrid environment preferred.

Responsibilities

Provide day-to-day administrative support to Holding Line leadership and staff.
Coordinate calendars, meetings, conference calls, and virtual meetings using Microsoft Teams or similar platforms.
Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
Maintain electronic and hard copy filing systems in accordance with company procedures.
Coordinate travel arrangements, itineraries, and travel expense documentation.
Prepare, code, and process expense reports for approval and submission to Accounts Payable.
Pull invoices from vendor portals, log, index, code, and process invoices accurately and timely.
Assist with company credit card reconciliations including mid-month, monthly, and year-to-date reporting.
Assist in locating missing receipts and resolving discrepancies related to company credit cards and invoices.
Maintain invoice processing records including scanning, filing, and electronic documentation.
Assist with monthly and year-end Accounts Payable close processes.
Maintain effective communication and responsiveness while working remotely or in a hybrid environment.
Utilize collaboration and document management platforms such as Microsoft Teams, SharePoint, and OneDrive.
Coordinate shipment and tracking of office equipment, supplies, and company materials for remote employees.
Troubleshoot routine technology or connectivity issues and coordinate support with IT as needed.
Assist with tracking employee training, certifications, and compliance requirements.
Support project teams with administrative documentation and reporting.
Work in a constant state of alertness and in a safe manner.
Perform other duties as directed.