Director of Administration

Calista Corporation

Regular

JOB SUMMARY:

The Director of Administration directs, organizes, and schedules administrative functions, is responsible for supporting the day to day needs and functions of Calista Corporation's Chief Executive Officer (CEO), manages the office department, and manages and administers donations. This includes administration and management of Board of Directors and executive's schedule, travel arrangements, meeting coordination, and other office services as needed. This position also answers phone calls and responds to the CEO's schedule as deemed appropriate.

ESSENTIAL FUNCTIONS:

• Manage the activities of the office of the CEO to ensure day to day operations are organized and efficient, handling executive requests and queries appropriately.
• Assists in the creation and maintenance of administrative personnel business relationships, acting as a representative of the department to internal and external persons, and seeks to cultivate business relationships.
• Operate with the highest level of confidentiality in matters related to the corporation, executive function, Board of Directors and Officers.
• Serve as initial contact point for shareholders, employees, and business partners wishing to meeting/talk with CEO.
• Manage and coordinate the inflow and outflow of visitors to the CEO; acting as gatekeeper and maintain contact lists.
• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
• Responsible for all administrative functions in support of the office of the CEO, which include assisting the CEO with written correspondence, preparing internal and external corporate documents for team members and industry partners, and scheduling meetings and appointments for the CEO.
• Coordinate and organize CEO travel, and accommodations as needed.
• Administers and manages Calista corporate donation committee meetings.
• Serves as a primary staff person responsible for managing corporate donations. This includes all correspondence, reporting, tracking, distribution of funds, and planning donation committee meetings.
• Manage, maintain, and communicate itineraries for meetings or events.
• Attend management team meetings, takes notes, and compile the action list for staff.
• Assist in arrangement of corporate events that take place outside of the workplace, such as golf tournaments, fund-raising events and staff appreciation events.
• Maintain an organized filing system of paper and electronic documents.
• Carry out special assignments and projects under the direction of the CEO.
• Provide research on various topics and projects as needed for the CEO and corporation.
• Organize board and committee meetings, conferences, workshops which board members attend.
• Schedule and arrange logistical support for board meetings.
• Oversee board member travel arrangements and preparation of stipend/per diem check requests for each participating board member.
• Prepare board meeting notice and agenda, gather content required for review by the board prior to the meetings; after coordinating content with appropriate executive officer, upload the content electronically for review. Content may include president reports, quarterly reports, budget and financial reports, draft resolutions and prior draft minutes.
• Prepare and distribute board packets to board members prior to meetings, arrange teleconference as needed, arrange meeting catering.
• Finalize official copies of meeting minutes, resolutions, and additional documentation which require board member or secretary signatures, retain roll call/vote sheets for each meeting, filing official signed documents in corporate and subsidiary books.
• Oversight of Administration department duties and role.
• Sustain a level of professionalism, poise, tact, and discretion among staff and clientele.
• Travel by car or plane to conduct company business.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as directed.

SUPERVISORY FUNCTIONS:

This position has oversight of the Administration Department.

KNOWLEDGE, SKILLS, & ABILITIES:

• Knowledge of administrative and clerical procedures, best practices and systems such as word processing, managing files and records, design forms, and other office procedures.
• Advanced knowledge of business English/correspondence which shall be used to proofread and understand grammatical construction, spot errors, and provide clarity of documents, effectively communicating with staff and others.
• Knowledge of office procedures; ability to facilitate work assignments and disseminate information to staff and others.
• Skill to perform difficult clerical work; identify and process sensitive/time critical/confidential information and complete work assignments free of errors.
• Skill to handle with courtesy and tact a wide variety of public contact both on the telephone and in person; respond to inquiries, disseminate information, provide assistance, promote a positive work environment, and gain the cooperation of others.
• Skill to communicate effectively and professionally with employees, business partners, and clients via written and verbal communication methods.
• Skill to transcribe notes; summarize the topics of discussions and provide attendees and others with a written record of the meeting/conference/seminars.
• Ability to listen to and understand information and ideas presented through spoken and written mediums.
• Ability to work quickly with high levels of accuracy.
• Ability to handle multiple tasks simultaneously, excellent organizational skills and attention to detail.
• Ability to organize and schedule group meetings.
• Exceptional interpersonal skills, exhibiting a friendly and professional demeanor.
• Advanced Microsoft Office skills (Word, Excel, and Power Point), with an ability to become familiar with firm-specific programs and software.
• Proficient typing speed of 45 wpm.
• Ability to work in a Native Corporation multi-business environment.
• Ability to operate a motor vehicle in a safe and efficient manner.
• Ability to occasionally travel remotely.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent; Bachelor's Degree preferred.
• Minimum 7 years of related experience reporting directly to senior management.
• Ability to speak Yupik strongly preferred.
• Professional appearance.
• Proven proficiency with Microsoft Office Suite.
• Valid state driver's license with clean driving record and must be qualified to operate a vehicle under the conditions of the Company's Driving Policies.
• Ability to pass drug, driving, credit, and background screening.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Calista has a fast- paced multi-tasking office environment requiring a high degree of efficient and effective performance. At times, work is performed outside of the office at indoor and outdoor job sites. Adaptability regarding schedule and design changes, and occasional overtime for immediate support may be necessary.

PHYSICAL/VISUAL/MENTAL/ENVIRONMENTAL DEMANDS:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.

REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.

This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.