Senior Executive Assistant - NANA - Kotzebue, AK

About the role

The Senior Executive Assistant provides executive, administrative, operational, and financial support for the Kotzebue office. This position oversees front desk operations and the Administrative Coordinator, manages assigned assistance programs, supports departmental financial tasks such as expense reports, invoice processing, check requests, budget tracking, and approvals, and coordinates meetings, events, and executive-level initiatives.

Responsibilities

• Provides high-level executive and operational support to the Board of Directors, President/CEO and leadership teams.
• Performs exempt-level administrative support duties requiring discretion, independent judgment, prioritization, and coordination across departments, staff, Shareholders, vendors, and community partners.
• Oversees front desk operations, customer service functions, and assigned staff, including the Administrative Coordinator, to ensure professional reception coverage, timely response to inquiries, visitor coordination, mail and package handling, office supply support, and consistent service for employees, Shareholders, and visitors.
• Maintains workload priorities and service levels to ensure administrative support functions are completed accurately, professionally, and in a timely manner.
• Provides work direction, training, coaching, and performance feedback for assigned administrative staff.
• Covers for on-call staff, including scheduling support, work direction, communication of office needs, and follow-up to ensure assigned tasks are completed accurately and on time.
• Administers medical, burial, homeless assistance, and related support programs by receiving requests, gathering required documentation, coordinating approvals, maintaining confidential records, and working with appropriate departments to process assistance in accordance with established guidelines.
• Supports financial accounting by ensuring timely completion of expense reports, coding invoices, check requests, and related requests, monitoring expenses, tracking budget activity, and coordinating with Accounting and other departments to support accurate and timely processing.
• Manages budget activity for burial, medical, and homeless travel programs, ensuring compliance, timely processing of requests, and accurate reporting.
• Coordinates with the Accounting Department to support accurate coding, processing, tracking, and reconciliation of departmental expenses and related financial activities.
• Coordinates meeting and event support by coordinating with internal teams, external organizations, vendors, and other stakeholders to plan, schedule, and execute successful meetings and events.

Qualifications

• Must be a NANA Shareholder.
• Minimum of five (5) years of relevant work experience directly supporting senior level executives.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in interacting with diverse groups of people, board members, senior executives, staff, community leaders, partners, Shareholders, etc.
• Able to complete a high volume of tasks and projects and work independently with minimal guidance.
• Able to react with appropriate levels of urgency to situations or events that require a quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Forward-thinking individual who actively seeks opportunities and proposes solutions.
• Weather: Indoors - environmentally controlled; requires most or all work to be done inside.
• Noise level: The noise level in the work environment is usually that of a standard office atmosphere.
• Description of environment: Office building with standard office environment.
• Physical requirements: Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.
• Travel: Employee may travel up to 25% to various locations within the U.S. and/or remote locations and may be required to use alternative modes of transportation, including but not limited to snow machines, boats, small airplanes and ATVs.