Executive - Administrative Specialist (Exempt)

State Of Alaska•Anchorage, AK

7d•Onsite

About The Position

Are you an organized professional with a high level of initiative and strong communication and interpersonal skills? Are you interested in working with a driven team, focused on promoting a healthy economy, strong communities, and protection for consumers? Do you enjoy providing administrative assistance to Executive Leadership? If so, this fully exempt Administrative Specialist position within the Department of Commerce, Community, and Economic Development, Alaska Broadband Office (ABO) may be for you! The ABO, where you will be working, is located on the 15th floor of the Atwood Building in Anchorage, where you will enjoy a panoramic view of downtown Anchorage, Mt. Susitna aka Sleeping Lady, and the Knik Arm. Great dining, shopping, the Park Strip, Anchorage Museum, and Atwood Concert Hall are all within short walking distance from the office. Covered parking at the Linny Pacillo parking garage is provided. The benefits of joining our team: There are lots of opportunities for trainings and conferences and learning more advanced financial management and budgeting for the right person who has the initiative. This position serves as the central hub for the ABO and you will be joining a team of dedicated, wonderful professionals who work together effectively and efficiently to support our mission. You will work with the executive staff of the ABO, the Commissioner's Office, and staff from other divisions who are working closely with the ABO. You will have an opportunity to learn administrative/financial functions of managing federal grants as a pass-through entity and exposure to subgrantee federal compliance. This is a great place to work with excellent co-workers and ample opportunities to grow and expand your skillset. You will also on a regular basis interact with the DCCED Commissioner and other Commissioner office staff, and periodically interact with other departments, the Governor's Office, members of the Alaska Legislature, and members of the public. What you will be doing: Manages the Commissioner's Office front desk as the main point of contact on a daily basis. Serves as the point of contact for the public and internal stakeholders, providing guidance and technical assistance. Under the direction of the AOM, updates ABO's website, updating content, posting meetings notices, program fact sheets, public resources, current news, and other relevant information. Acts as the Director's Executive Assistant, assisting with scheduling meetings, document creation, data gathering, and provides assistance to other ABO staff on special projects as needed. Independently manages travel arrangements for ABO staff, including processing travel authorizations and reconciling expenses. This includes booking rural and ultra rural travel, which may include a variety of transportation types which will require research and coordination. Manage the Travel Plan budget, ensuring planned travel is moving forward, adjusting the plan for unanticipated changes, and reporting to the AOM the monthly status and any potential challenges that would require budgetary changes. Provides administrative support for meetings, including scheduling, invites, technological assistance, creation of the agenda, taking meeting minutes, and distribution of meeting packets. Who we are looking for: This person must consistently demonstrate a high degree of professionalism, initiative, judgment, independent action, organization, tact, discretion, confidentiality, and work independently with minimum direction. This position may require travel.

Requirements

Four years of work experience as a Secretary, Executive Secretary, Administrative Assistant, Law Office Assistant, or the equivalent.
This person must consistently demonstrate a high degree of professionalism, initiative, judgment, independent action, organization, tact, discretion, confidentiality, and work independently with minimum direction.
This position may require travel.

Nice To Haves

A bachelor's degree is preferred, but not required.

Responsibilities

Manages the Commissioner's Office front desk as the main point of contact on a daily basis.
Serves as the point of contact for the public and internal stakeholders, providing guidance and technical assistance.
Under the direction of the AOM, updates ABO's website, updating content, posting meetings notices, program fact sheets, public resources, current news, and other relevant information.
Acts as the Director's Executive Assistant, assisting with scheduling meetings, document creation, data gathering, and provides assistance to other ABO staff on special projects as needed.
Independently manages travel arrangements for ABO staff, including processing travel authorizations and reconciling expenses.
Manage the Travel Plan budget, ensuring planned travel is moving forward, adjusting the plan for unanticipated changes, and reporting to the AOM the monthly status and any potential challenges that would require budgetary changes.
Provides administrative support for meetings, including scheduling, invites, technological assistance, creation of the agenda, taking meeting minutes, and distribution of meeting packets.

Benefits

Health insurance, which includes employer contributions toward medical/vision/dental
Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit)
Group-based insurance premiums for Term life (employee, spouse or qualified same sex partner, and dependents)
Long-term and short-term disability
Accidental Death and Dismemberment
Long-term care (self and eligible family members)
Supplemental Survivor Benefits
Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses
Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS)
Matching employer contribution into a defined contribution program (new employees)
Employer contribution into a defined benefit or defined contribution program (current employees)
Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security
Option to enroll in the Alaska Deferred Compensation Program
Personal leave with an accrual rate increase based on time served
Twelve (12) paid holidays a year