Executive Assistant-Contracts Administrator

ALASKA POWER ASSOCIATION; Ketchikan (AK); On-site; USD 70,000 - 110,000; Full time

Job summary

Alaska Power Association in Ketchikan, Alaska, seeks an Executive Assistant-Contracts Administrator. This exempt role reports to the CEO and handles board materials, complex correspondence, and regulatory filings across FERC, EIA, SAM.gov, FCC, and AKDNR.

The position also governs contract administration, bid processes, vendor communications, and records management, while ensuring Roberts Rules of Order and effective board governance.

Qualifications

• High School graduate with a bachelor's degree in business; paralegal cert preferred and may substitute for business degree.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with non-profit boards and utilities is highly desirable.

Responsibilities

• Prepare and maintain board meeting packets, agendas, minutes, motions, and reports; review CEO/staff reports.
• Assist with FERC compliance filings and agency reporting (EIA, SAM.gov, FCC, AKDNR).
• Manage correspondence, research for special projects, and maintain SEAPA website content.
• Coordinate board meetings, travel, onboarding of new directors, and board meeting logistics.
• Prepare bid documents and contract related communications; coordinate with counsel as needed; maintain records.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Education

Bachelor's degree in business

Paralegal certificate

Job description

Home Executive Assistant-Contracts Administrator

This is an exempt position that reports directly to the CEO at the company headquarters in Ketchikan. The Executive Assistant-Contracts Administrator is responsible for duties that fall into four distinct categories. The primary activities for each category are outlined below and include other duties as assigned.

• Executive Assistant
• Contracts Administrator
• Records Custodian

Executive Assistant

• CEO and administrative staff support, collaborating on complex correspondence, memoranda and reports
• Assist with Federal Energy Regulatory Commission (FERC) compliance, including filings
• Federal and state agency reporting, including U.S. Energy Information Administration (EIA), System for Award Management (SAM.gov), Federal Communication
• Commission (FCC) license renewals, and State of Alaska Department of Natural
• Resources (AKDNR) Water Use Data
• Performing independent research and preparing information for assigned special projects
• Maintain content updates on SEAPA website (board packets, public postings)
• Prepare grant applications with supporting documentation
• Notification and posting of all board meetings
• Prepare, distribute, and maintain board meeting packets, i.e., agendas, minutes, motions, resolutions, and reports; review and edit CEO and staff reports
• Assist with board meeting logistics
• Attend and record of all board meetings
• Adhere to Roberts Rules of Order
• Communications with the SEAPA Directors, onboarding of new directors
• Travel via commercial or Chartered Small planes to attend Board meetings and/or conferences

Contracts Administrator

• Prepare bid documents, including development of requests for proposals, bid schedules, and addendums, advertising and direct solicitation of vendors, preparing bid evaluations, coordinating communications between bidders and SEAPA management, evaluating incoming bids for compliance, preparing notices of awards, final contract documents, notices to proceed and follow through to successful contract conformance
• Prepare and administer all SEAPA contracts, coordinating with SEAPA counsel as necessary
• Assist in negotiating contract terms with consultants/contractors
• Legal research, coordinating with SEAPA counsel, as necessary
• Collaborate with management and vendors to communicate contract terms, ensure compliance with contractual requirements, and identify and mitigate risks associated with contract provisions
• Review and update existing contracts
• Maintain organized system records
• Create language standards for existing and new contracts as needed
• Coordinate with insurance consultant to monitor and assure consultant/contractor insurance compliance with a focus on risk management
• Prepare Agency insurance applications and contracts, coordinate and communicate with Agency insurance brokers, attend insurance conferences for continuing education and risk management assessment

Records Custodian

• Develop Public Records Request forms and appeal process if necessary
• Evaluate third-party records requests for compliance with Agency policy
• Respond to all requests in a timely and efficient manner

Job Related Qualifications

High School graduate with bachelor's degree in business. Paralegal certificate and continuing legal education with minimum of five years' experience in law office preferred and may substitute for business degree. A combination of education and experience that demonstrates competency in core areas of responsibility may be considered. Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook. Experience working with non-profit boards, including utilities, is highly desirable.

Must be self-motivated, have ability to work under time constraints, have excellent communication skills and ability to professionally interact with the CEO, Board members, staff, attorneys, consultants, contractors, and government officials. Thrives in a dynamic, interdisciplinary environment, balancing diverse responsibilities by supporting team priorities as needed.

Must have a valid Alaska Driver's License.

This position requires prolonged periods of sitting and working at a computer. The employee must be able to communicate effectively and occasionally move or lift office materials weighing up to 30 pounds.