Executive Coordinator (RFT-Exempt)

Holland America-Princess (Holland America Dawson City Inn); Palmer (AK); On-site; USD 70,000 - 90,000; Full time

Job summary

The Borough Executive Office seeks an experienced administrative professional to provide executive support to the Mayor, Borough Manager and senior staff. The role includes calendar management, travel coordination, budget administration, and handling confidential records with discretion.

Responsibilities include preparing agendas, maintaining records, coordinating with internal and external stakeholders, and supporting special projects and community events.

Qualifications

• Associate degree or equivalent with five years of progressively responsible experience supporting senior executive levels.
• Experience handling calendars, meetings, travel, correspondence, reports, agendas, and minutes.

Responsibilities

• Provide liaison support for Borough Executive Office and Administration staff contacts.
• Assist with budget process and expenditures; monitor, adjust budgets, and assist with grant contracts.
• Coordinate legislative priority process for federal/state priorities as directed by the Manager.
• Enter and maintain records for CAPSIS; respond to inquiries and act as liaison with legislators and stakeholders.
• Maintain Executive Office schedule, prepare agendas, attend meetings, and handle correspondence.
• Serve as main point of contact for public records requests and coordinate multi-department responses.
• Assist with records management, filing systems, and retention policies; support special projects and events.
• Arrange travel for staff and ensure adequate administrative coverage.

Skills

Executive support

Calendar management

Travel coordination

Budget administration

Records management

Public records requests

Communication

Education

Associate degree in related field

Job description

Job Summary

This position is responsible for providing executive administrative support to the Borough Executive Officers, which may include the Mayor, Borough Manager, Deputy Manager, and other Administrative program staff as assigned.

Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.

This is a non-bargaining unit confidential position.

Pay Grade

N1 - N5 - DOE

Minimum Requirements

Associate’s degree in a course of study directly related to the occupational field. High School diploma or equivalent and any combination of post-secondary education or experience which provides the expertise required to perform effectively the functions of the position may substitute for the Associate degree on a year-for-year basis.

Five (5) years of progressively responsible experience in the occupational field, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems, including four years supporting senior executive level positions. Experience related to work performed by the department is preferred. Relevant experience includes providing executive administrative support; managing calendars, meetings, and travel arrangements; preparing correspondence, reports, presentations, agendas, and minutes; coordinating communications with internal and external stakeholders; maintaining confidential records and filing systems; coordinating public records requests; organizing meetings and events; assisting with budgets, invoices, and purchasing; supporting special projects; and resolving administrative issues in a timely and professional manner.

Possession of or ability to readily obtain a valid driver’s license issued by the State of Alaska for the type of vehicle or equipment operated. If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience.

PossessionoforabilitytoobtainNotaryPublicCommissionfromtheStateofAlaskawithinsixmonthsif requiredforassignedarea.

Completion of Incident Command System (ICS) courses, IC S 100 and IS 700, within ninety (90) days of hire.

Must successfully pass a pre-employment background check.

Duties/Responsibilities

ProvidesliaisonassistancewithBorough Executive Office and Administration staff contactswithinandoutsidetheorganization;obtainsanddisseminatesinformation;conveysManager’sdirectionstosubordinates and Borough staff; mayact asmaincontact personforthe Manager and Administration staffwithvariousstate,federal,and localagencies.

Assists with coordinating, administering and monitoring the Borough Executive Office budget process; assists with preparation of preliminary budget estimates for the Manager; monitors and oversees budget expenditures; requests budget adjustments as needed; administers grant contracts under the Manager's or Administration staff’s direction.

Assists with coordinatingandmonitoring the legislative priority process for federal and state priorities as directed by the Manager.

Assists with gathering information to enter and maintain CAPSIS entries for legislators; may assist Manager with fielding legislators' CAPSIS inquiries; may serve as liaison between the Borough Manager and federal and state legislators, lobbyists, and others.

Resolves problems; prioritizes questions and concerns for the Borough Executive Office’s attention.

Assists with maintaining the Borough Executive Office’s schedule, appointments, meetings, and events; prepares agendas and attends meetings with the Borough Executive Office or Administration staff, as requested.

Accepts, prioritizes, and handles all incoming and outgoing correspondence.

Serves as the main point of contact for public records requests for the Borough Executive Office, as well as multi-departmental requests; Coordinates and tracks records, timelines and responses.

Assists the Executive Team with any public records requests by gathering documents, making records available, and following the policies, procedures, and retentions regarding public records.

Assists with records management for the department; Assists with establishing and maintaining files, records, and other information sources related to work in compliance with the Borough’s Records Management Program; and provides assistance to the Senior Executive Coordinator within the Department.

Assists with all travel arrangements for the Borough Executive Office and Administration staff.

Ensures there is adequate coverage of the Administrative office.

Answers telephone and greets visitors; provides information and assistance inside and outside the organization.

Preview and track all contracts, deeds, payroll document, change orders, and other documents for the Borough Executive Office.

Researches and handles special projects as requested by the Borough Executive Officers and Administration staff.

Assists with coordinating executive level receptions, ceremonial events, and high level community service events.

Assists with updates to Borough website; approves content for the electronic project board. Creates, composes, edits, produces and/or distributes varied correspondence, legislation, reports, meeting minutes, advertisements, mailings, notices and other materials; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction and typographical accuracy; presents finished materials for review, or distributes.

Performs related duties.