Executive Coordinator

Description

SUMMARY

The primary   job responsibilities include, but are not limited to, performing highly   responsible, confidential and complex administrative work for the Chief   Executive Officer, the Executive Department, and the Board of Directors;   planning, organizing, directing, and coordinating events and activities for   the Executive Department and Board of Directors; coordinating and facilitating   CVRF Board outreach and communications; coordinating, directing, and   evaluating assigned administrative staff. Must be able to execute complex, responsible, and confidential support   work requiring the use of independent judgment and initiative while   maintaining efficient and effective administrative operations that are   consistent with Board policies and guidelines established by the Chief   Executive Officer.

PRIMARY RESPONSIBILITIES

• Plans, organizes, integrates, and monitors the administrative work of the Executive Office; performs advanced secretarial duties in support of the Executive Office and the Board of Directors
• Uses corporate productivity systems (e.g., SAP Concur, Wells Fargo, Paylocity) to support Executive Team functions
• Acts as Secretary to the Board of Directors; certifies Resolutions, Ordinances and Minutes of Board Meetings
• Prepares a variety of Board and committee documents, including required Board memoranda and resolutions; prepares communications to all parties involved in the process
• Attends Board and Committee meetings held on a variety of issues; oversees and coordinates meeting logistics, arrangements and other required support; oversees and coordinates the preparation of the agenda, as well as the assembly and posting of online agenda materials; updates and maintains mailing lists; records roll call votes on agenda items; ensures compliance with legal requirements governing public notice of meetings and the conduct of closed sessions; drafts the official meeting minutes and prepares summaries of Board meetings and other meetings
• Coordinates all meeting follow-up activities for the Board members; assists management staff in collecting, compiling, and        analyzing information from various sources on a variety of specialized topics related to programs; researches information using a variety of sources, including historic files and the Internet; compiles data and assists with the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations
• Maintains the Board's calendar; coordinates, arranges and confirms meetings; screens requests for appointments. 
• Oversees and participates in the maintenance of Board records  and supervises the recordation of documents; prepares and processes  expense claim forms for the Executives and Board members
• Serves as a liaison between the Chief Executive Officer, the  Board of Directors, staff, and community members
• Assists with the election process for Board of Directors by  working with other staff to ensure that elections are conducted        according to CVRF policy
• Plans and evaluates the performance of assigned staff; regularly monitors performance and provides coaching for performance improvement and development; takes disciplinary action, up to and including termination, to address performance deficiencies 
• Provides initial recommendations on corporate donation requests
• Assists in the coordination and planning of community site visits, events, and outreach events; helps to facilitate the Tribal        Council process and participation in community events 
• Performs other duties as assigned

Requirements

KNOWLEDGE & SKILL REQUIREMENTS

Conversationally fluent in Yup'ik/Cup'ik language. 4   year college degree is required.  Strong   computer skills and knowledge of Microsoft Office products is required. Knowledge of parliamentary procedure and   the ability to research, interpret, explain, and apply complex procedures,   rules, and regulations is required. Must   be able to analyze data and information at a level sufficient to identify   trends and visible findings and draw logical conclusions. Supervise and   evaluate the performance of assigned staff. Serve as a liaison between community members, other agencies, and the   company. Establish and maintain   effective working relationships with those encountered both internal and   external to the company. 

PHYSICAL REQUIREMENTS

In order to   successfully perform the duties of this position, the employee is regularly   required to effectively remain in a stationary position for long periods of   time, operate a computer and other office productivity machinery, communicate   with others in person and over the phone, and move about inside an office.    While performing the duties of this job, the employee is occasionally   required to lift and move up to 25 lbs.  He/she will be required to   stand, walk, stoop, kneel, and crouch.  Specific vision abilities   required by the position include close vision, distance vision, depth   perception, and the ability to adjust focus.  This position also   requires the ability to work in a constant state of alertness and in a   safe manner. Some overnight travel may be required. Must be able to board vessels and move around in small   spaces. Must also be willing and able   to travel on ATVs, small boats and in small planes across Western Alaska,   some overnight travel may be required.

WORK ENVIRONMENT

This position is performed in an office setting with   exposure to computer screens and florescent lighting.  It requires the   regular use of a computer, keyboard, mouse, and multi-line telephone   system.  The noise level in the work environment is usually quiet, but   the non-office   related work environment can be noisy.