Executive Coordinator (I/II/III)
Chief of Staff
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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) that aligns with CITC’s mission, vision, values, and sustainability plan. This position performs a variety of 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; coordination of meetings and conferences, 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 is required to plan, prioritize and organize a diversified workload, and recommend changes and improvements to Executive office practices and/or procedures. This is a progressive position is designed to grow in depth and breadth from Executive Coordinator I to III with progressively more responsibility. Starting level determined based on qualifications and experience upon hire. Progression between job levels is based on the demonstrated ability to successfully handle more progressively responsible assignments.
Duties and Responsibilities, including but not limited to:
Executive Coordinator I
- Provides high level administrative support for members of the PC and, on occasion, other members of the CITC Leadership Council (CLC).
- Composes, edits, types and revises letters, legal documents, various reports and other material as necessary. Screens incoming calls, takes messages, refers calls appropriately and responds to routine callers.
- Screens mail, routes and/or copy/scan for appropriate departments.
- Makes decisions about priority correspondence received by mail and telephone. Prioritizes projects.
- Schedules appointments and meetings, maintains daily calendar and contact directory.
- Coordinates travel arrangements for members of the PC. Coordinates travel for staff as requested for offsite meetings.
- Prepares expense reports and follow-up communication related to expenses for the PC and on occasion the CLC.
- In coordination with the CITC Leadership Team, develops agendas for meetings. Oversees preparation of materials for inclusion in meeting packets. Assembles packets and coordinates delivery of packets for all meeting members. Responsible for all meeting notices and ensuring all correspondence is sent appropriately and in a timely fashion.
- Responsible for recording meeting minutes.
- Under direction of PC, arranges retreats, Board meetings, special meetings and other special functions.
- Assists with special projects and meetings; provides back up support to other members of the Executive Support Team; other duties as assigned.
- Develops and maintains successful working relationships with the PC and CLC, participants, their families, colleagues and others.
- Works in a multi-disciplinary team environment with the PC.
- Serves as a liaison between PC, CLC, CITC Board, employees, community and external partners.
Executive Coordinator II
- Perform all duties/responsibilities of an Executive Coordinator I with a high level of proficiency.
- Manages short term special projects (up to six months).
- Makes meaningful improvement to services, program and processes and/or organizational effectiveness that create new value for participants and employees.
Executive Coordinator III
- Perform all duties/responsibilities of an Executive Coordinator II with a high level of proficiency.
- Acts as a resource, mentor, and trainer for all new employees to the department.
- Orients new staff to the department, CITC systems, and processes.
- Provides training and education to other employees as needed.
- Answers questions according to standard procedures and best practices.
- Manages long term special projects (up to one year).
- Performs as the step-up manager in the event the Chief of Staff is unavailable.
- Types 50 wpm neatly and accurately with knowledge of general business formats and procedures
- Proficiency 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 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
- High school diploma or GED and six months 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/or interest in learning about Alaska Native and American Indian culture and community resources.
- Valid Alaska driver’s license and be insurable under CITC’s automotive insurance.
- Continued employment is contingent upon receipt of satisfactory state and federal background check.
- Two to three years of progressive 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.
- Associates degree in Business Administration, Communication, Organizational Development, Psychology, or related field. Relevant experience may substitute for educational requirement on a year-for-year basis
- Three to five years of progressive 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.
- Bachelor’s degree in Business Administration, Communication, Organizational Development, Psychology, or related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
- At least two years of supervisory experience.
- Work experience supporting C-Level Executives and Boards in a Non-profit organization.
- Work experience with legal, regulatory, insurance, risk management and contract compliance.
Hiring preference shall be given to eligible and qualified Alaska Native/American Indian applicants pursuant to P.L. 93-638 Indian Self Determination Act.
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Employee Signature Date
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.