Executive Administrative Coordinator: Projects & Office Ops

NANA Regional Corporation; Anchorage, Northern (AK, KY); Hybrid; USD 55,000 - 68,000; Full time

Job summary

NANA Regional Corporation is seeking an Administrative Coordinator to provide comprehensive administrative and executive support across our organization and projects. You will coordinate schedules, documents, communications, meetings, and records, maintaining confidentiality and high professionalism.

You will work closely with management, project teams, contractors, vendors, clients, and other stakeholders to ensure timely communication and well-organized administrative processes.

Qualifications

• High school diploma (or GED).
• Associate degree in Business or related field preferred; additional relevant experience may be considered in lieu of the degree.
• 3 - 5 years of administrative, office coordination, project administration, or related experience preferred.
• Intermediate proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to maintain electronic filing and document-management systems.
• Experience with project management, construction management, or document-control software is preferred.
• Ability to create and maintain spreadsheets, logs, trackers, and reports.
• The ability to work weekends and callouts when necessary.
• Must be able to pass background check.
• A valid driver’s license and a driving record acceptable to the company's insurance carrier is required.

Responsibilities

• Review and address incoming work requests related to areas of support involving logistics, building services, or purchasing.
• Coordinate daily administrative activities and provide support to management and project teams.
• Prepare, format, distribute, and maintain correspondence, reports, meeting minutes, forms, spreadsheets, and other documents.
• Maintain organized electronic and hard-copy filing systems and project records.
• Coordinate meetings, appointments, conference calls, and calendars.
• Prepare meeting agendas, take meeting notes, and distribute action items and follow-up information.
• Track deadlines, deliverables, approvals, submittals, invoices, and other administrative requirements.
• Assist with preparation and processing of purchase orders, invoices, contracts, change orders, and payment documentation.
• Coordinate communication between internal staff, clients, contractors, consultants, vendors, and other project stakeholders.
• Monitor incoming and outgoing correspondence and ensure information is routed to the appropriate personnel.
• Maintain confidential and sensitive information in accordance with company policies.
• Assist with onboarding, personnel documentation, training records, and other administrative HR functions as assigned.
• Order and maintain office supplies, equipment, and other administrative materials.
• Assist with travel arrangements, expense reports, and scheduling as needed.
• Prepare presentations, spreadsheets, status reports, and other management-support materials.

Skills

Strong organizational skills

Excellent written and verbal comms

Time-management

Independent work capability

Multitasking

Education

Associate degree in Business or related field

High school diploma or GED

Tools

Microsoft Office

Project management software

Document-control software

Job description

NANA Regional Corporation is seeking an Administrative Coordinator to provide comprehensive administrative and executive support across our organization and projects. You will coordinate schedules, documents, communications, meetings, and records, maintaining confidentiality and high professionalism.

You will work closely with management, project teams, contractors, vendors, clients, and other stakeholders to ensure timely communication and well-organized administrative processes.