Administrative Assistant

ASRC•Anchorage, AK

13d•Onsite

About The Position

Under the general direction of the Administrative Services Director, the primary functions of the incumbent are the initial contact for visitors and employees and must project a positive image of the corporation. The primary duties of the position include: greet visitors; receive and route all incoming communications, assist in managing outgoing communications (electronic, mail, telephone), and provide administrative support to the Anchorage corporate office.

Requirements

High school diploma or equivalent.
One year administrative or receptionist experience.
Possess a clear speaking voice and ability to handle people courteously.
Typing speed of 40 w.p.m.
Skills in Excel, Word, Power Point, Access and Oracle.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of employees or customers.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.

Nice To Haves

Strong knowledge, understanding and sensitivity to the Inupiat culture.

Responsibilities

Greet visitors, receive and route telephone calls, send faxes, and handle deliveries for personnel.
Organize and prioritize large volumes of information and calls.
Schedule and organize meetings, catering, travel, and department activities for members of the Senior Leadership Team.
Receive, open, date stamp, sort and distribute all incoming mail including overnight pouches.
Prepare outgoing mail, including Goldstreak, Fed-Ex, and other parcels.
Maintain ASRC Conference Room schedules for use as necessary by documenting the information in shared Outlook Calendars.
Assist with meeting set-up and clean-up (beverages, snacks, meals, etc.) as requested.
Perform secretarial and administrative functions including typing, editing, copying, proofing and preparing business correspondence, presentations, and other documents as required.
Send faxes, email, and handle deliveries for personnel.
Establish, develops, maintains and updates filing system for the assigned Senior Leadership Team and relevant departments.
Retrieve information from files when needed.
Establish, develops, maintains and updates library of trade journals and magazines.
Work independently and within a team on special and nonrecurring and ongoing projects.
Act as a project manager for special projects, at the request of the Administrative Services Director, which may include: planning and coordinating multiple projects, disseminating information, and assisting in the organizing of company-wide events.
Maintain office supply inventory including printer ink, copy paper, and kitchen supplies.
Contribute to team efforts by performing tasks as requested by the Administrative Services Director, Senior Leadership Team and their direct reports.