Executive Assistant - Anchorage

columbiainternal; Anchorage (AK); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401k Plan

Paid Vacation

Paid Holidays

Bonus Eligibility

Job summary

columbiainternal in Anchorage, AK is seeking an experienced Administrative Assistant to support Senior Executives. The role requires the ability to prioritize conflicting needs under deadline pressure, maintain strict confidentiality, and communicate effectively across all levels of the organization.

Key duties include preparing and editing presentations, managing calendars, coordinating travel, handling correspondence, generating reports, and supporting meetings and events.

Qualifications

• Minimum of two (5) years Administrative Assistant experience
• High School diploma or GED required
• Proficiency with Microsoft Office suite

Responsibilities

• Prepare, edit, copy and distribute presentations in Word, Excel, PowerPoint and Prezzi
• Provide administrative support to Executive Team, including generating reports, analyzing reports and meeting preparation
• Manage calendars for assigned team
• Prepare for meetings including booking meeting rooms, ordering food, cleaning meeting room, etc.
• Arrange and attend Company functions and meetings and if necessary, take minutes or notes
• Effectively manage and support correspondence and communication with suppliers, customers and staff via email, phone/voicemail/Webex
• Assist with monitoring and tracking external deadlines
• Assist with coordination and filing of various compliance-related documents
• Coordinate and manage travel arrangements including air, car and hotel for assigned Executives
• Manage and distribute venue and sports assets
• Complete all other tasks or special projects as assigned
• Demonstrate behaviors consistent with those of the Company's Core Values at all times

Skills

Time management

Attention to detail

Written and verbal communication

Organizational skills

Confidential information handling

Prioritization under deadlines

Multi-tasking

Education

High School diploma or GED

Bachelor’s degree (preferred)

Tools

Microsoft Office Suite

Job description

Summary

This position primarily supports Senior Executives roles. Must be able to prioritize conflicting needs often with deadline pressures and drive projects to successful completion. Position is privy to nearly all Company information, thus trust and confidentiality is essential. Position must be able to communicate effectively externally and within all levels of the organization.

Primary Responsibilities

• Prepare, edit, copy and distribute presentations in Word, Excel, PowerPoint and Prezzi
• Provide administrative support to Executive Team, including generating reports, analyzing reports and meeting preparation
• Manage calendars for assigned team
• Prepare for meetings including booking meeting rooms, ordering food, cleaning meeting room, etc.
• Arrange and attend Company functions and meetings and if necessary, take minutes or notes
• Effectively manage and support correspondence and communication with suppliers, customers and staff via email, phone/voicemail/Webex
• Assist with monitoring and tracking external deadlines
• Assist with coordination and filing of various compliance-related documents
• Coordinate and manage travel arrangements including air, car and hotel for assigned Executives
• Manage and distribute venue and sports assets
• Complete all other tasks or special projects as assigned
• Demonstrate behaviors consistent with those of the Company's Core Values at all times

Key Competencies

• Effective time management skills while working in a fast-paced environment
• High attention to detail
• Excellent oral and written communication skills
• Organizational skills
• Ability to handle confidential information with sensitivity and discretion
• Ability to work with multiple deadlines under little or no supervision
• Ability to prioritize and control incoming information and schedules

People Management

None

Work Environment

This job operates mostly indoors, occasionally outdoors.

Physical Demands

• Lift/carry 20 lbs.
• Sitting for entire shift
• Work indoors entire shift

Expected Hours of Work

This is a full-time position, days and hours of work vary and may include weekends and evenings. Typically working hours are Monday through Friday, between 8am and 5pm.

Travel

Occasionally overnight travel to other branches may be require.

Required Education and Experience

• Minimum of two (5) years Administrative Assistant experience
• High School diploma or GED required
• Proficiency with Microsoft Office suite

Preferred Experience and Education

• Bachelor's degree strongly preferred
• Previous experience supporting Executive Team

Compensation

• Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years and depth of experience, certifications, and specific location.
• Employees (and their families) are eligible for medical, dental, vision, and basic life insurance. Employees are able to enroll in our company's 401k plan. Employees are also eligible for 80 hours of vacation every year and 7-8 days of paid holidays throughout the calendar year (depending on location).
• Hired applicant may be eligible for incentives/bonuses/annual bonuses.

Classification: Exempt

Reports to: COO