Administrative Assistant II

GCI Communication Corp•Anchorage, AK

21d•Onsite

About The Position

GCI's Administrative Assistant II will provide comprehensive administrative and staff support in an in-office capacity to ensure smooth daily operations across the organization. Responsibilities include preparing reports and presentation materials, managing correspondence, welcoming and directing visitors, coordinating meetings, and performing a variety of assigned tasks to support team efficiency and effectiveness. ESSENTIAL DUTIES AND RESPONSIBILITIES AT ALL LEVELS: Office Operations Manage the reception and mail areas in the Executive offices, supporting general office upkeep and organization. Maintain the appearance and cleanliness of the dining den, break rooms, and conference rooms. Order and maintain office and kitchen supplies, ensuring refrigerators are well stocked. Monitor and manage office equipment and service requests. Assist with tracking budgets and expenditures, following company policy and procedures. Process invoices and expense reports, ensuring accurate and on-time coding and reconciliation. Maintain electronic and paper filing systems, updating databases and records as needed. Support team projects with research, coordination, and administrative tasks. Scheduling & Coordination Manage calendars and schedule meetings and conference bridges. Resolve scheduling conflicts or redirect inquiries to the appropriate person. Reserve meeting rooms, assist with preparation of materials, set up audio/visual equipment, order meals. Coordinate travel arrangements and itineraries. Assist with organizing events, conferences, or team activities Customer & Visitor Interaction Greet and assist visitors, ensuring a professional and welcoming environment. Act as point of contact for building access, validate visitor need for facility access, check for proper identification, and arrange for escort in secure facilities. Answer direct phone calls, take messages, determine needs, and respond to general questions. Handle complaints or concerns with empathy and efficiency. Provide solutions or alternatives when requests cannot be immediately fulfilled. Handle incoming and outgoing correspondence, respond to emails and other communications. Sort and distribute department mail, ensuring documents or packages are delivered to the correct recipient.

Requirements

A combination of relevant work experience and/or education sufficient to perform the duties of the job may substitute to meet the total years required on a year-for-year basis
High School diploma or equivalent.
Minimum of three (3) years of experience in a corporate administrative support role or related background.
Takes ownership for actions, decisions, and results; openly accepts feedback and demonstrates a willingness to improve.
Interacts with people in a way that builds mutual trust, confidence, and respect; adheres to GCI’s Code of Conduct for Employees – the Basic Principles.
Works effectively with others to accomplish common goals and objectives; maintains positive relationships even under difficult circumstances.
Ability to successfully interact and collaborate with senior management, colleagues, business partners, customers, contractors, and vendors.
Ability to build positive relationships with internal and external stakeholders and professionally handle inquiries and resolve issues.
Conveys thoughts and expresses ideas appropriately and professionally.
Excellent communication and interpersonal skills with the ability to patiently and accurately articulate information to internal and external audiences, professionally handle inquiries and complaints, and communicate effectively with the team.
Sufficient proofreading and editing skills, grammar, punctuation, formatting, and consistency to ensure accuracy and professionalism in all written materials.
Follows internal controls; protects confidential information; abides by GCI’s Code of Business Conduct & Ethics.
Ability to maintain the highest levels of confidentiality when working with proprietary, customer, and employee information.
Demonstrates commitment to service excellence; gives high priority to customer satisfaction.
Consistently follows through on assigned tasks as expected; demonstrates timely attendance at meetings, training, and other work obligations.
Uses a combination of job knowledge, initiative, sound decision making, innovation, adaptability, and problem solving.
Strong knowledge of general business practices and professional standards.
Organized with the ability to effectively manage multiple projects, prioritize, and work under pressure to meet tight deadlines.
Strong attention to detail with high degree of accuracy in data entry.
Ability to adapt to shifting priorities and deadlines, maintaining productivity in a fast-paced environment.
Supports a safe work environment by following all workplace safety rules and guidelines; complies with applicable Security policies and procedures.
Proficient computer skills and MS Office knowledge (e.g., Outlook, Teams, Word, Excel) to complete job duties effectively, such as using the company intranet and to accurately retrieve and input information into databases or equivalent.
Familiarity with Adobe applications.
Understanding of records management systems to include hard and soft copy filing.
Ability to type a minimum of 40 words per minute (WPM) and proficient 10-key skills.
Must possess and maintain a valid driver’s license, proof of insurance, a satisfactory driving record, and successfully complete Defensive Driving course.
Accurately enters, updates, and maintains operational and financial data.
Verifies information for completeness and consistency and identifies discrepancies for escalation.
Maintains organized records to support reporting and compliance requirements.
Follows established procedures, workflows, and documentation standards.
Completes routine, recurring tasks consistently and within defined timelines.
Applies checklists and templates to ensure work meets quality expectations.
Manages multiple tasks, requests, and trackers simultaneously in a structured environment.
Prioritizes assigned work based on direction, deadlines, and established priorities.
Maintains orderly electronic and physical filing systems.
Communicates clearly and professionally with internal stakeholders regarding status, timelines, and documentation needs.
Escalates issues, delays, or data concerns appropriate personnel following defined protocols.
Supports collaboration by ensuring information is timely, accurate, and properly documented.
Microsoft Excel and standard office tools to perform routine data and reporting tasks.
Navigates company systems to input, retrieve, and update information as required.
Learns and applies new systems or tools related to fleet tracking and reporting.
Handles sensitive financial, operational, and employee data in accordance with company policies.
Demonstrates professionalism and discretion in all communications and record handling.
Demonstrates consistent attendance and dependability.
Takes responsibility for assigned tasks and follows through to completion.
Meets deadlines and communicates proactively when issues arise.
Follows safety guidelines, policies, and procedures applicable to fleet and logistics operations.
Demonstrates awareness of regional or community considerations, including rural operations, and escalates concerns appropriately.

Nice To Haves

Associate degree in business administration or related field.
Telecommunications experience.
Relevant telecom industry or job specific certifications.

Responsibilities

Manage the reception and mail areas in the Executive offices, supporting general office upkeep and organization.
Maintain the appearance and cleanliness of the dining den, break rooms, and conference rooms.
Order and maintain office and kitchen supplies, ensuring refrigerators are well stocked.
Monitor and manage office equipment and service requests.
Assist with tracking budgets and expenditures, following company policy and procedures.
Process invoices and expense reports, ensuring accurate and on-time coding and reconciliation.
Maintain electronic and paper filing systems, updating databases and records as needed.
Support team projects with research, coordination, and administrative tasks.
Manage calendars and schedule meetings and conference bridges.
Resolve scheduling conflicts or redirect inquiries to the appropriate person.
Reserve meeting rooms, assist with preparation of materials, set up audio/visual equipment, order meals.
Coordinate travel arrangements and itineraries.
Assist with organizing events, conferences, or team activities
Greet and assist visitors, ensuring a professional and welcoming environment.
Act as point of contact for building access, validate visitor need for facility access, check for proper identification, and arrange for escort in secure facilities.
Answer direct phone calls, take messages, determine needs, and respond to general questions.
Handle complaints or concerns with empathy and efficiency.
Provide solutions or alternatives when requests cannot be immediately fulfilled.
Handle incoming and outgoing correspondence, respond to emails and other communications.
Sort and distribute department mail, ensuring documents or packages are delivered to the correct recipient.
Collect, enter, and maintain fleet-related data, including maintenance activity, asset utilization, inventory status, and service performance metrics.
Assist in preparing standard and recurring reports, dashboards, and presentation materials using predefined templates and formats.
Perform routine data tasks in Microsoft Excel (e.g., data entry, formulas, filters, basic lookups, and pivot tables) and company systems.
Review data for completeness and accuracy and notify appropriate staff of discrepancies or missing information.
Receive, track, and document logistics and fleet-related requests; update records and follow established processes for routing and completion.
Monitor fleet inventory records, including aging or inactive assets, and escalate issues according to defined procedures.
Track service activity and compliance against pre-defined KPIs and report exceptions to assigned leadership or subject matter experts.
Maintain routine communication with internal stakeholders to provide status updates and confirm completion of requests.
Maintain logs, trackers, and documentation supporting fleet reporting, logistics activity, and operational workflows.
Assist with updating procedures, checklists, and templates as directed.
Organize electronic and physical records to ensure accessibility, accuracy, and compliance with record-retention requirements.
Compile and organize fleet-related financial data and supporting documentation for CAPEX and OPEX tracking and reporting.
Assist with reconciliations and verification of data as requested.
Handle confidential financial, operational, and employee information in accordance with company policies.
Support compliance with safety requirements, internal policies, and regional or community guidelines, including those applicable to rural operations.
Provide general administrative support to Fleet and CTO Operations teams, including scheduling, correspondence, meeting materials, and coordination of routine tasks.
Support departmental objectives by completing assigned work accurately, timely, and in accordance with established priorities.