Executive Coordinator

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Executive Coordinator I/II/III

Department: Administration

Reports To: Deputy Chief of Staff or Board Liaison

Supervises: None

FLSA Status: Exempt

Pay Grade: E2 (I), E3 (II), E4 (III)

Job Type: Full-Time, Regular

AKBCU: No ICPA: No

General Functions:

The Cook Inlet Tribal Council’s (CITC) Executive Coordinator works in partnership with the Executive Support Team to offer the highest level of support to CITC’s Presidents Council (PC) and administrative duties related to the CITC Board of Directors, Board Committees, and affiliate Board meetings that align with CITC’s Mission, Vision, Values, and ThriveAbility plan. This position performs various complex and diversified clerical and administrative duties of a sensitive and confidential nature. In addition to managing schedules and arranging travel, the Executive Coordinator performs duties such as coordinating meetings and special events, supporting the Administration offices with front desk coverage, ordering executive office supplies, and assembling highly confidential and sensitive information. They will interact with a diverse group of external callers and visitors, as well as internal contacts at all levels of the organization. Strong independent judgment, flexibility, and initiative are required to plan, prioritize and organize a diversified workload, and recommend changes and improvements to streamline Executive office practices and/or procedures for greater efficiency. This is a progressive position designed to grow in depth and breadth from Executive Coordinator I to III with progressively more responsibility. Starting level is determined based on qualifications and experience upon hire. Progression between job levels is based on the demonstrated ability to handle more progressively responsible assignments successfully.

Duties and Responsibilities:

Executive Coordinator I

• Provide high-level administrative support for PC members and administrative duties related to the CITC Board of Directors, Board Committees, and affiliate Board meetings on occasion as well as other members of the CITC Leadership Council (CLC).
• Compose, edit, type, and revise letters, legal documents, various reports, and other materials as necessary.
• Make decisions about priority correspondence received by mail and telephone. Prioritize projects.
• Coordinate and oversee activities such as scheduling meetings, travel, conferences, and any other activities, as directed.
• Coordinate travel for PC members, Board members, and staff as requested for offsite meetings.
• Complete finance projects for the PC and Board, including check requests, coding, preparing all travel needs, expense reports, and other financial projects as assigned.
• Maintain CITC Databases for the Executive Support Team, the CITC Boards and Subsidiaries, and the OnBoard portal.
• Support the Administration offices with front desk coverage by providing professional customer service to all CITC staff, participants, vendors, and key stakeholders.
• Screen incoming calls, take messages, refer calls appropriately and respond to routine callers.
• Screen mail, route, and copy/scan for appropriate departments.
• Greet guests, and route all employee and participant questions to the proper staff.
• Manage Administration suite conference rooms, schedule and work with Facilities and others to ensure conference rooms are prepared for use.
• Clean and maintain the 4th floor breakroom and meeting spaces.
• Develop and maintain successful working relationships with the Boards, PC, and CLC, participants, their families, colleagues, and others.
• Work in a multi-disciplinary team environment with the PC.
• Serve as a liaison between PC, CLC, CITC Boards and subsidiaries, employees, community, and external partners.
• Must be flexible and willing to adapt to change with regard to systems, processes, and team organization.
• Ability to adapt to frequently changing work priorities.
• Ability to travel and work evening/weekend hours.

Executive Coordinator II

• Perform all duties/responsibilities of an Executive Coordinator I with a high level of proficiency.
• In coordination with the CITC Leadership Team, develop agendas for meetings, oversee preparation of materials for inclusion in meeting packets, assemble/coordinate delivery of packets to all meeting members, as well as provide support for meeting notices to ensure all correspondence is sent appropriately and in a timely fashion.
• Assist with recording meeting minutes which also includes board roll call, participant attendance, calling meeting to order and ajourn, motions, in/out times of Executive sessions or recesses, and capturing board requests and missing items in board packets.
• Under the direction of PC, Deputy Chief of Staff or Board Liaison, provide coordination of retreats, Board meetings, special meetings, and other special functions.
• Assist with special projects and meetings; provide backup support to other members of the Executive Support Team.
• Orient new employees to the department and act as a resource, mentor and trainer.
• Answer questions according to standard procedures and best practices.
• Manage short-term special projects (up to six months).
• Make meaningful improvements to services, programs, processes, and/or organizational effectiveness that creates new value for participants and employees.

Executive Coordinator III (Lead)

• Perform all duties/responsibilities of an Executive Coordinator I/II with a high level of proficiency.
• Ensure all required reporting and documentation processes are completed timely and accurately.
• Consistently be visible and available to Board and PC members.
• Facilitate communication by developing, implementing, and monitoring methods that keep PC Leadership, Board members, and employees updated.
• Manage multiple responsibilities with efficiency and effectiveness in a high-energy and demanding environment.
• Use effective oral and written communication skills and proofread written communication for grammar, punctuation, and overall content.
• Use strong, effective independent judgment to make decisions, plan, prioritize and organize a diverse workload, and recommend changes and improvements to business practices or procedures.
• Display outstanding interpersonal skills, diplomacy, and discretion regarding highly-confidential and politically sensitive information.
• Implement solutions collaboratively in a politically-sensitive, highly visible work environment.
• Prioritize, organize and complete all responsibilities in a timely manner.
• Work independently as well as collaboratively on a team.
• Recognize and appreciate cultural diversity and respond to the needs of individuals and organizations from diverse cultures.
• Advanced skills using MS Office Suite software.
• Perform as the step-up manager if the Deputy Chief of Staff or Board Liaison are unavailable.

Job Specifications:

• Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
• Proficiency in using PCs and standard office equipment.
• Excellent written and verbal communication skills; expert knowledge of proper grammar, good vocabulary, spelling, and proofreading skills.
• Good public contact skills and telephone etiquette.
• Ability to make decisions and exercise good judgment.
• Ability to have an open dialogue with supervisor and team regarding topics that could potentially impact the team or, as appropriate.
• Ability to work closely with personnel from other departments within CITC.
• Ability to work under pressure independently with minimal supervision.
• Ability to prioritize workload.
• High degree of sensitivity regarding confidential information.
• Willing to travel for Board Retreats and other events as assigned.
• Hours may vary, including working on weekends to support special projects, events, and trips.

Minimum Qualifications:

Executive Coordinator I:

• High school diploma or GED.
• Three (3) years of experience working as a receptionist or assistant in a professional office setting; or any combination of training and experience that provides the necessary skills, knowledge, and abilities.
• Knowledge and interest in learning about Alaska Native and American Indian culture and community resources.
• Valid Alaska driver’s license is insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have a driver’s license for at least three years.
• Continued employment is contingent upon completing a satisfactory state and federal fingerprint criminal background check.

Executive Coordinator II:

• Associate’s degree in Business Administration, Communication, Organizational Development, Psychology, or a related field. Relevant experience may substitute for the educational requirement on a year-for-year basis
• Four (4) years of progressive experience working as a receptionist, program coordinator, or assistant in a professional office setting, or any combination of training and experience that provides the necessary skills, knowledge, and abilities
• Or successfully complete one (1) year in the Executive Coordinator I position.

Executive Coordinator III:

• Bachelor’s degree in Business Administration, Communication, Organizational Development, Psychology, or a related field. Relevant experience may substitute for the educational requirement on a year-for-year basis.
• Five (5) years of progressive experience working as a receptionist, program coordinator, or assistant in a professional office setting; or any combination of training and experience that provides the necessary skills, knowledge, and abilities or two (2) years Executive Coordinator II.
• Or successfully complete two (2) years in the Executive Coordinator II position.

Preferred Qualifications:

• Work experience supporting C-Level Executives and Boards in a Non-profit organization.
• Work experience with legal, regulatory, insurance, risk management, and contract compliance.

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, and Communication Skills.

Physical Requirements:

• Primarily works in an office setting, with extended periods of time at a desk and on a computer

NATIVE PREFERENCE STATEMENT: Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN/AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children. Also included are the non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.

11.22.23