Reports to: President of BOD
Hours: 30 hours/wk, work schedule TBD
FLSA Status: Non-Exempt
Position: Part-time, 30 hours/week
Location: Fairbanks In-Office
Salary: DOE
Job Overview
The Executive Assistant is responsible for providing support to Tozitna, Limited (Tozitna) shareholders and Board of Directors. This position is responsible for responding to shareholder inquiries and acting as Board liaison for all Board-related matters, including communication with board members; meeting preparation; meeting logistics; taking and drafting minutes; and related follow-up. The Executive Assistant reports to the President and works closely with the full Board of Directors and ANC Accounting (who manages Shareholder Records) in supporting the community, shareholders and day-to-day operations. This role requires dependability, excellent communication skills, and the ability to manage multiple tasks effectively.
Major Responsibilities:
- Board member liaison, including communication with Board members as it pertains to Board meetings and Board-member related travel, ensuring all inquiries and communications are answered and documented in a timely manner.
- Be the initial point of contact for all Shareholders, directing calls or emails as appropriate and in line with company policies, with appropriate follow-up as needed to ensure all inquiries and communications are answered and/or resolved and documented in a timely manner.
- Board meeting preparation and follow-up such as: scheduling, reserving meeting space or setting up virtual meetings, posting announcements of meetings and related events, coordinating and/or reserving meeting meals; preparing agendas and assisting with agenda items and resolutions; scheduling guests; preparing and distributing board packets; attending board meetings, taking notes and drafting minutes; coordinating board-meeting travel for Board members, staff, and guests as applicable including making reservations and sending confirmations; coordinating other business related travel (such as training or conferences) for Board members and staff as applicable; processing per diem payments, and meeting fees; and other board-related activities duties as needed. Includes all regular and special Board meetings and Land Committee, Tanana Gas Station and Tozitna Settlement Trust meetings.
- Coordinates and assists in the preparation of the annual report and Annual Shareholder Meeting, including annual meeting notifications; annual shareholders notice and proxy packet mail out and meeting; arranging meeting facility, meal preparation, and travel arrangements; record, preparing meeting minutes; supports tabulator and election judge as applicable; and coordinates special events.
- Performs filing, scanning, uploading, downloading, and archiving of documents.
- Assists with compiling and preparing monthly, quarterly and yearly activity and other reports as needed.
- Attends staff meetings, work and training sessions as required.
- Participates in and as part of a collaborative team that strives to provide exceptional service to all Tozitna Shareholders and other external parties, as well as Tozitna Board members.
- Supports management team with administrative tasks (i.e., program and supply purchases, maintaining reports, opening and processing incoming/outgoing mail, etc.).
- Other duties as assigned.
Minimum Education/Experience
- GED/High School Diploma required; Associates degree preferred.
- Three years’ administrative office experience; administrative duties related to Board of Directors and shareholder services preferred.
- Must have valid State of Alaska driver’s license.
Required Knowledge or Skills
- Excellent interpersonal, verbal and written communication skills; ability to communicate clearly and to a variety of audiences.
- Ability to work in a collaborative, family-friendly environment.
- Highly motivated and able to work independently.
- Ability to handle challenges positively and build positive organizational relationships.
- Excellent organizational skills and detail oriented.
- Excellent time managements skills, ability to multi-task and prioritize tasks effectively and to work under pressure to meet deadlines.
- Proficient with Microsoft Office Suite or related software, including Outlook, Teams, SharePoint/One Drive, Word and Excel.
- Strong analytical and technical skills.
- Exhibit professional work standards including maintaining confidentiality of sensitive information.
- Dependable and reliable attendance.
- Culturally sensitive and able to relate and interact with all Board members, Shareholders and guests.
- High ethical standards and ability to maintain strict confidentiality required.
- Willingness to learn new and challenging administrative duties, to be mentored and receive on-the-job training.
- Ability to do basic math including addition, subtraction, division, multiplication, and find percentages.
- Ability to exercise resourcefulness in assisting management, the Board and other staff.
- Ability to write routine reports and correspondence.
Preferred Knowledge or Skills
- Proficient in accounting or bookkeeping.
- Familiarity with EasyBoard or other board management tools.
- Knowledge of board management, including agenda and board minute preparation.
- Understanding of and experience with the community and organizations of Tanana and the Doyon region.
- Familiarity with ANCSA Settlement Trusts.
Physical Demands
- Position is primarily indoors, consistent with a standard office position and has a noise level of mostly lower to moderate.
- Sedentary to light physical workload, including the ability to stand, walk, sit; use hands to finger, handle, or feel objects, tools or controls as well as to lift or grasp; reach with hands and arms; talk and hear; and perform repetitive motions.
- Able to exert up to 25 pounds of force occasionally and/or up to a negligible amount of force constantly to move objects, including the human body.
- Manual dexterity to operate computer keyboard and standard office equipment.
- Close visual acuity required for activities such as viewing a computer terminal and extensive reading, including close vision, distance vision, color vision, depth perception, and the ability to focus.
- Must be able to travel via airplane, car, boat, etc.
- Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Pay and Benefits
- Hourly rate: DOE.
- Paid Time Off (PTO), Holidays included.
- Employee matched SIMPLE IRA plan.
Work Schedule
- 30 hours per week; additional time may be required from time-to-time and/or with advanced approval
- Evenings and weekends may be required on occasion (Board and Shareholder Meetings).
Work Location
This position is located in-office only, in Fairbanks. However, Tozitna also has an office in Tanana and travel to Tanana for Board meetings and other business as needed will be periodically required.
EEO Statement
Tozitna, Limited is an equal opportunity employer. We recruit, employ, train, compensate, and promote without regard to age, race, color, religion, creed, national origin, gender (including gender identity), sexual orientation, disability, veteran status, marital or family status, or any other basis protected by applicable federal, state, or local law. As an Alaska Native-owned company, Tozitna, Limited grants employment preference first to Tozitna, Limited shareholders, their spouses or descendants, and second, to Alaska Natives, who meet the qualifications of the position.
Benefits:
- 401(k) matching
- Paid time off
Application Question(s):
- Have you coordinated business travel, lodging, or event logistics for executives, board members, or staff? (Y/N)
- Describe your experience serving as the primary point of contact for customers, members, shareholders, or stakeholders.
- What is your proficiency level with Microsoft Outlook, Teams, Word, Excel, and SharePoint/OneDrive? (Beginner/Intermediate/Advanced)
- Have you worked with confidential information requiring discretion and professional judgment? (Y/N)
- Do you have experience working with Alaska Native Corporations, tribal organizations, Native communities, or shareholder-owned organizations? (Y/N)
- In 3-5 sentences, explain why you would be successful supporting a Board of Directors and shareholders while managing multiple priorities and deadlines.
- Are you a shareholder of Tozitna, Limited or Doyon, Limited? (Y/N)
- Have you supported a Board of Directors, Tribal Council, governing board, or similar leadership group? (Y/N) If Yes, please specificy which group(s) if able, and how you supported that Board of Directors/Tribal Council/governing board/similar leadership group.
Education:
- High school or equivalent (Required)
Experience:
- Administrative Office: 3 years (Required)
License/Certification:
- Alaska driver's license (Required)
Location:
- Fairbanks, AK 99701 (Preferred)
Ability to Commute:
- Fairbanks, AK 99701 (Required)
Work Location: In person
