Executive Coordinator (RFT-Exempt)

About the Role

This position provides executive administrative support to the Borough Executive Officers, including the Mayor, Borough Manager, Deputy Manager, and other Administrative program staff as assigned. Work is performed in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness, and Teamwork. This is a non-bargaining unit confidential position.

Requirements

• Associate’s degree in a course of study directly related to the occupational field. A high school diploma or equivalent, combined with post-secondary education or experience, may substitute for the Associate degree on a year-for-year basis.
• Five (5) years of progressively responsible experience in the occupational field, including four years supporting senior executive-level positions.
• Experience providing executive administrative support, managing calendars, meetings, and travel arrangements, preparing correspondence, reports, presentations, agendas, and minutes, coordinating communications with internal and external stakeholders, maintaining confidential records, coordinating public records requests, organizing meetings and events, assisting with budgets, invoices, and purchasing, supporting special projects, and resolving administrative issues.
• Possession of or ability to obtain a valid Alaska driver’s license for the type of vehicle or equipment operated. If assigned driving duties, candidate must be at least 19 years of age with one (1) year of driving experience.
• Possession of or ability to obtain a Notary Public Commission from the State of Alaska within six months if required.
• Completion of Incident Command System (ICS) courses ICS 100 and IS 700 within ninety (90) days of hire.
• Must successfully pass a pre-employment background check.

Responsibilities

• Acts as a liaison between the Borough Executive Office and internal/external contacts, including state, federal, and local agencies.
• Assists with coordinating, administering, and monitoring the Borough Executive Office budget process, including preparation of preliminary budget estimates, monitoring expenditures, and requesting adjustments.
• Assists with the legislative priority process for federal and state priorities, including maintaining CAPSIS entries for legislators and fielding inquiries.
• Resolves problems and prioritizes questions and concerns for the Borough Executive Office.
• Maintains schedules, appointments, meetings, and events for the Borough Executive Office, prepares agendas, and attends meetings as requested.
• Handles all incoming and outgoing correspondence, prioritizing as needed.
• Serves as the main point of contact for public records requests, coordinating and tracking records, timelines, and responses.
• Assists with records management, including establishing and maintaining files in compliance with the Borough’s Records Management Program.
• Coordinates travel arrangements for the Borough Executive Office and Administration staff.
• Ensures adequate coverage of the Administrative office, answers telephones, and greets visitors.
• Reviews and tracks contracts, deeds, payroll documents, change orders, and other documents for the Borough Executive Office.
• Researches and handles special projects as requested by the Borough Executive Officers and Administration staff.
• Assists with coordinating executive-level receptions, ceremonial events, and high-level community service events.
• Assists with updates to the Borough website and approves content for the electronic project board.
• Creates, composes, edits, produces, and distributes correspondence, legislation, reports, meeting minutes, advertisements, mailings, notices, and other materials.