Alaska Power Association (APA), the statewide association for the Alaska electric utility industry, is seeking an Executive Assistant to support our mission of assisting members in accomplishing their goals of delivering electric energy and other services at the best value to their customers. APA has a sister company, ARECA Insurance Exchange, and it supports several related organizations including an educational foundation and a political action committee.
The ideal candidate has experience working in a fast-paced office, managing multiple projects with varying deadlines, drafting minutes, preparing meeting packets, and planning conferences. A nominal amount of in-state travel is required. APA offers a competitive salary and a comprehensive benefits package.
Job Description
Job Title: Executive Assistant
Reports To: Executive Director
FLSA Status: Non-exempt
SUMMARY
Under the guidance of the Executive Director, this position keeps official corporation records, executes administrative policies, and provides technical, executive, and administrative support to Alaska Power Association (APA) and ARECA Insurance Exchange (AIE) and related boards and committees.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Acts as custodian of corporate documents and records and prepares and files corporate legal documents with government agencies to conform to statutes and regulations. Compiles information and prepares accurate and timely reports to state and national entities such as the Alaska Public Offices Commission, State of Alaska departments, and the National Rural Electric Cooperative Association,
Supports Executive Director and Deputy Director in arranging programs, events and conferences. Conducts all logistics such as arranging for facilities and caterers, issuing meeting notices or invitations, confirming speakers, and controlling event budgets.
Works closely with the Chief Financial Officer to prepare and file corporate documents and reports, and to collect information from members.
Prepares meeting documents including notices, agendas, minutes, briefing sheets and supporting information. Prepares and timely publishes minutes of board and committee meetings. Composes and prepares confidential correspondence, reports, and other complex documents.
Attends on-site and off-site meetings and conferences when requested.
Prepares and maintains written policy manuals, explains administrative procedures and policies to members and employees, and monitors compliance.
Provides technical support for use of audiovisual equipment necessary for meetings. This includes setting up and using projectors, laptops, recording devices, and whiteboards.
Provides technical support for association and exchange departments as directed by Executive Director through evaluating and making recommendations regarding business processes.
Provides general reception services such as answering the telephone, receiving and routing mail, greeting guests, directing vendors, reserving the conference room for member use, and ensuring the conference room is properly arranged for meetings.
SUPERVISORY RESPONSIBILITIES
None
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LANGUAGE SKILLS
This position requires the ability to articulate in a clear and concise manner, both in written and oral form, information of moderate complexity regarding the operations of the association and insurance exchange and their affiliates. This position is responsible for significant contact with CEOs, executive personnel and board members. This position is required to conduct such contact with professional decorum.
MATHEMATICAL SKILLS
No special mathematical skills are required beyond that necessary to perform the above-described essential functions.
REASONING ABILITY
This position requires a high degree of reasoning skills to satisfactorily gain and maintain an appropriate level of understanding of the legal reporting, recordkeeping and other requirements for which the position is responsible, including examples provided above in descriptions of essential duties.
CERTIFICATES, LICENSES, REGISTRATIONS
This position requires obtaining certification as a Notary Public in the state of Alaska, not later than 90 days subsequent to commencement of employment.
PHYSICAL AND EMOTIONAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The majority of work performed in this position occurs at the headquarters in Anchorage; however, this position is often required to travel, possibly to remote member locations throughout Alaska via small commercial aircraft and other modes of transportation.
This position requires the employee to frequently sit for extended periods while using personal computer workstations, attending meetings, or engaged in travel. This position also requires the occasional ability to stoop or crouch in awkward positions while setting up, conducting, and dismantling conference and meeting materials. The position requires periods of extended time on employee's feet during the setup, conduct, and conclusion of conferences and other meetings. The employee is required to use standard office equipment in the course of performing essential duties described above, including but not limited to computers, copiers, recording and transcribing equipment.
While performing the duties of this job, the employee is frequently required to sit, use hands, talk and hear. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must regularly lift to shoulder height and/or move up to 10 pounds; frequently lift to shoulder height and/or move up to 25 pounds in the course of transporting materials to and from meetings or conferences.
This position requires the individual to maintain a consistently calm and professional demeanor while interacting with association members and staff. The position may entail work under tight timelines and significant stress, including occasional overtime requirements.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE
Successful candidate will possess at least five years’ experience in an executive assistant or similar position of comparable responsibility. A two-year or four-year degree and demonstrated work experience is desired, but not required.
The responsibilities of this position as described above require a high degree of familiarity and experience with the Microsoft Office suite including Excel, Word, Outlook and PowerPoint. Typing skills of not less than 80 words per minute with minimal errors is necessary.
