Executive Administrative Assistant/Special Projects

Kodiak Island Housing Authority; Kodiak (AK); On-site; USD 57,069 - 81,766; Full time

Benefits offered by this job

Fringe benefits offered

Job summary

Kodiak Island Housing Authority is seeking a Special Projects Coordinator in Kodiak, Alaska. This role involves providing high-quality administrative support to the Executive Director and Board of Commissioners, managing schedules, organizing meetings, and supporting community partnerships.

The ideal candidate will be detail-oriented, possess strong organizational skills, and have proficiency in Microsoft 365. A positive attitude and the ability to handle confidential information professionally are essential to excel in this position.

Qualifications

• Minimum two years of advanced computer experience.
• Must be highly motivated, professional, and able to work under pressure.
• Must have or obtain a State of Alaska Driver’s License.

Responsibilities

• Provide administrative and clerical support to Executive Director.
• Manage scheduling and calendar for Executive Director.
• Prepare meeting packets and take minutes for Board of Commissioners.

Skills

Organizational skills

Microsoft Windows 365 proficiency

Detail-oriented

Ability to handle confidential information

Typing speed 40+ wpm

Tools

Adobe Acrobat Pro

Microsoft 365

Job description

Incumbent must display a high degree of professional courtesy and respect to internal and external customers as a highly visible and public face of the Authority. Incumbent must be highly organized, outcome driven, timely, responsible, detail oriented, and professional in manner;

Provide high quality administrative and clerical support to the Executive Director (ED) and, by extension, to the Board of Commissioners (BOC) and the Executive team; Assist ED, BOC, and Executive team members with internal and external communications; Schedule and organize meetings and manage calendars; Organize and manage authority events; Schedule travel for BOC and Staff; and work closely with Finance department for clerical and data entry when not engaged in Executive support activities.

Incumbent must have a good working knowledge of all aspects of secretarial functions, including a working knowledge of computers with emphasis on Microsoft 365 and Adobe software. Position must responsibly handle and protect confidential information.

Special Projects Coordinator

These duties support the KIHA with special projects and duties that support partnerships within the community and tribal partners. This position provides support to the Executive Director and is responsible for activities associated with the implementation of new programs, projects and activities as it relates to the villages and housing participants served by KIHA. Develop strategies that support partnerships in grant writing, grant budgeting, report, and growth in all program areas including assessments of needs, project/program planning to meet KIHA’s Mission Statement.

What You Will Be Doing

1. Responsible for providing professional administrative and clerical assistance to Executive Director, Board of Commissioners, and Executive Team; prepare and proof organizational documents, correspondence, and contracts for publishing or signature.
2. Responsible for managing the Executive Director’s calendar and schedule; schedule and facilitate meetings; screen or follow up on phone and email inquiries per the Executive Director.
3. Responsible for always presenting a professional and customer-oriented manner to internal and external customers and the Board.
4. Attend meetings in lieu of the Executive Director when directed; provide notes and relay questions or comments directed at KIHA to the Executive Director.
5. Responsible for typing and proofing documents as directed by Executive Director; typing all KIHA policies and maintaining up-to-date edition of policy books.
6. Responsible for providing administrative and clerical support for the BOC. This includes coordinating bi‑monthly meetings, preparing and proofing meeting packets, supporting documents, requested research, meeting minutes, and drafting resolutions for action by the BOC. Additional BOC‑related duties include arranging travel for the Commissioners and providing limited technical support.
7. Responsible for arranging and coordinating all organizational meetings including travel, lodging, meeting space, meeting support, and meeting facilitation.
8. Responsible for arranging all off‑island travel, lodging, and per diem for the Executive Team.
9. Responsible for collecting all forms of data, information, documents, and other research items at the direction of the Executive Director.
10. Responsible for problem solving administrative and delegated tasks.
11. Responsible for working professionally and effectively with internal and external partners, applicants, tenants, and participants; responsible for providing respectful and timely customer service.
12. Other duties as assigned by the Executive Director.

SKILLS AND COMPETENCIES

• Ability to type 40+ wpm
• Must be highly organized and capable of managing multiple priorities.
• At least two years of advanced computer experience, with an emphasis on Microsoft Windows 365 and Adobe Acrobat Pro.
• Must be highly motivated and capable of working under pressure within prescribed time frames.
• Must be detail oriented and capable of generating and proofing error‑free documents.
• Must be able to maintain a professional manner at all times and under pressing circumstances.
• Must handle highly confidential information in a professional manner.
• Must have, or obtain a State of Alaska Driver’s License and meet KIHA’s vehicle liability insurance requirements.

KEY RELATIONSHIPS

Kodiak Island Housing Authority is an Equal Housing Opportunity Employer. This position is subject to the Alaska Native/American Indian employment preference under Section 7(b) of the Native American/Alaska Native Housing and Self‑Determination Act, and Section 3 of the Housing and Urban Development Act of 1968 (12 U.S. C. 1701U) and Regulations in 24 CFR part 135.

COMPENSATION

Status: Full time/ Non‑exempt

Salary Range: $57,069 – $81,766 DOE

Benefits: Fringe benefits offered

If you have any question please call 907-486-8111 or email [e-mail]