Goldbelt, Inc.

Special Assistant

Job Locations US-AK-Juneau
ID
2023-12458
Category
Executive
Position Type
Regular Full-Time

Overview

 

Goldbelt Incorporated is an Alaska Native Corporation (ANC) headquartered in Juneau, Alaska, whose mission is to make a significant and positive difference in the lives of more than 4,200 Alaska Native shareholders. Alaska Native Corporations hold a distinct purpose and share a familiar creation story born in an act of Congress in 1971.

 

Join a fast-growing “forever” company that manages over 30 subsidiaries and provides centers of excellence in a shared service center model based out of Herndon, Virginia.

 

At Goldbelt, we place a strong emphasis on recognizing and rewarding the dedication and hard work of our team members in pursuit of our company's mission. We are a team focused on gold standard customer service and professional growth with competitive benefits and profit-sharing plans and help support a business model that gives back to the community of shareholders.

 

Summary:

The Special Assistant is a key team player within the administrative department, providing invaluable support to the CEO’s Executive Assistant (EA). This role requires excellent listening skills, a strong ability to take directions from the EA, and a collaborative approach to achieve shared goals. This role contributes to the efficient operation of Goldbelt, Inc. by assisting with a variety of specialized, complex, and confidential administrative assistant duties in support of the Board of Directors and Goldbelt management with an eye for continual process improvement and efficiency.

Responsibilities

Essential Job Functions:

  • Board administrative support

     

    • Maintains Board SharePoint site to the approved standards.

    • Plan logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology. This can include going to the store to get materials as needed.

    • Compose and prepare briefing packets, minutes and reports.

    • Responsible for filing, maintaining, and safeguarding all board files, including but not limited to, resolutions, agendas and minutes.

    • Assist with travel and hotel arrangements, hotel conference room bookings.

    • Prepare and process Board of Directors board fee requests, travel expense reimbursements, reconciliation, per diem in accordance with bylaws and accounting requirements.

       

  • Board and committee meetings support

     

    • Attend Board, Committee, and Trust meetings as required or requested and take notes on board requests, minutes updates or changes, and follow up on projects. Attend meetings outside of established working hours when necessary.

    • Prepare, publish, and post agendas, meeting notices and other related materials; assemble board packets by electronic and paper packets. Prepare and disseminate all documents for board meetings.

    • Compose, edit, design, and format official documents.

    • Maintains discretion and strict confidentiality in relationship to all board members.

    • Adhere to compliance with applicable rules and regulations set by bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

       

  • Office management and general support

    • Work closely with the EA and other team members to achieve common objectives and maintain a harmonious work environment.

    • Foster open communication and collaboration within the administrative team.

    • Actively listen to instructions, requests, and guidance provided by the EA, ensuring a clear understanding of expectations.

    • Seek clarification when necessary and proactively address any questions or concerns from the EA.

    • Execute tasks and assignments given by the EA with precision and attention to detail.

    • Perform special projects as assigned by the EA and other related duties as required.

    • Assisting the EA with managing and maintaining the Standard Operations Policy (SOP), by writing, updating and keeping it current.

    • Provide back-up coverage for the administrative staff during vacation and sick leave absences and handle as many of the duties of that position as time allows.

    • Responsible for maintaining office supply stock and is the point of contact for ordering business cards for corporate employees.

    • Responsible for maintaining the supplies for shared kitchen/breakroom including but not limited to coffee supplies, paper supplies, and ensuring a clean space for board meetings.

    • Other duties as assigned.

Qualifications

Necessary Skills and Knowledge:

  • Experience working under pressure and managing multiple competing tasks and priorities.
  • Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives. Strong verbal, written, and listening skills.
  • Demonstrated ability to take initiative and contribute to the goals of a dynamic and growing organization.
  • Strong listening skills and the ability to follow instructions effectively.
  • Ability to learn, listen and anticipate the needs of executives and board members.
  • Ability to be self-directed, take ownership, and see projects to completion in a timely manner.
  • Excellent interpersonal skills, and strong customer service skills.
  • Excellent writing, copy editing, and formatting skills.
  • High degree of personal and professional integrity and the ability to work with confidential information.
  • Ability to work collaboratively, exercising good judgment, decision-making, and problem-solving skills to achieve shared goals.
  • Strong project management, organizational skills, and attention to detail.
  • Appreciation for how short-term projects contribute to successful implementation of long-term strategies.
  • High-level of proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, TEAMS, and SharePoint) and Adobe Pro, and ability to quickly adapt to new technologies.
  • Ability to take part in occasional meetings and events outside of core business hours.

Minimum Qualifications:

  • High School Diploma or GED.
  • 3 - 5 years of professional business experience related to administrative work and corporate records management, OR
  • Prior experience in administrative roles, preferably in a setting that involves board or executive support.
  • Any equivalent combination of experience, training, and/or education.
  • Ability to obtain Notary Commission in Alaska.
  • Ability to successfully pass a background check; AND
  • A valid driver’s license and an acceptable driving record

Preferred Qualifications:

  • Bachelor’s degree in business; AND Five (5) years of professional business experience related to administrative work and corporate records management.
  • Notarize documents and maintain the State of Alaska Notary Commission.
  • Alaska Native Corporation Experience.

 

The salary range for this position is $65,700 - $98,600

 

Pay and Benefits

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. Our annual incentive compensation plan is designed to reward your contributions to Goldbelt's success. It's a profit-sharing initiative tied to our strategic objectives, demonstrating that your efforts directly impact our achievements. As an employee, you'll also enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed