Job Description

The Executive Assistant provides confidential and professional administrative support to the executive office staff and the Board of Directors. He/she aids and communicates information to the Executive Office Manager, Department Managers, and the other executive office staff so that the responsibilities and activities of the executive office are carried out in a highly efficient and effective manner. The Executive Assistant provides support to the Executive Office Manager for administrative material and packets for the Board of Directors.

Responsibilities

• Organizes and manages administrative activities for the executive office staff, department managers, and other division personnel, including preparing and distributing correspondence, faxes, e-mails, and other documentation
• Schedules meetings, opens and distributes mail, and arranges for expedited mail or package delivery
• Maintains effective inter-office communication with the Executive Office Manager and other executive and administrative personnel and maintains effective communication with all other Chugach divisions and department personnel
• Assists with preparation and coordination of confidential labor-relations matters and maintains the proper distribution and disposal of personnel and other confidential correspondence of the executive office staff and division managers
• Receives calls from consumers, the public, and the media and responds personally or determine appropriate person to respond
• Provides administrative support for inter-utility working groups, industry associations, and others as required
• Prepares requisitions for supplies and services, maintains requisition and purchase order information, and administers verification and reconciliation of credit cards and invoices
• Completes receptionist duties, greets and directs callers to appropriate departments, answers telephone calls, provides information to callers and visitors, and arranges appointments
• Develops and maintains filing systems, operates computerized filing systems, organizes storage and retrieval, and ensures security of information; maintains file index for the Board of Directors and executive office files; administers research in support of administrative activities and assists in documentation; and completes independent work and report preparation as assigned
• Participates in special projects as required and administers research in support of administrative activities and assists in coordination and administration of new business developments
• Assists in preparation of the budgets for the Board of Directors, Chief Executive Officer, and departments reporting to the Chief Executive Officer
• Schedules and maintains the calendar for executive office staff as well as their division personnel meetings, appointments, travel, vacation, and other engagements
• Compiles and edits the Division’s monthly report and other reports as required
• Completes travel arrangements for the Board of Directors, executive office staff, and departments reporting to them which includes registration, air travel, hotel arrangements, and car rental, if necessary; obtains final approval and purchases tickets according to the policy and procedures of the Association; and prepares and processes expense reports
• Maintains file of outstanding work assignments for senior management and responsible divisions/departments and follows up to ensure deadlines are met in the absence of the Executive Associate
• Serves as recording secretary for the Board of Directors meetings and accurately records board actions and resolutions
• Collaborates and assists the Executive Office Manager in the preparation and proper formatting of agenda items, resolutions, and correspondence for senior staff and Board review and approval
• Coordinates Board activities and provides administrative support for the Board as needed and during the absence of the Executive Office Manager
• Establishes Board of Directors meeting arrangements and provides the necessary support, assistance, and information as needed in the absence of the Executive Office Manager
• Prepares for Board of Director meetings as required, coordinates the preparation of meeting materials with various departments, and uploads the Board packet documentation on the IPads and the Chugach Electric public website
• Administers the compliance and timely reporting of the monthly and quarterly lobbyist reports during the absence of the Executive Office Manager
• Assists in gathering Board-related documents required for the Association’s Return of Organization Exempt from IRS Form 990
• Performs other duties and projects as assigned

Qualifications

• High school diploma or equivalent required; College coursework or a degree in business preferred
• Actively pursuing the Certified Administrative Professional Certification and able to maintain certification through continuing education and recertification
• Four (4) years of progressively responsible administrative and secretarial work experience with a minimum of one (1) year at the senior management level
• Must be experienced with Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Must have experience in report preparation, file management, meeting facility scheduling, travel planning, and reception of visitors
• Experience working in a union environment preferred
• Must have a good working knowledge of general office procedures
• Basic knowledge of utility-related terminology expected and a working familiarity with electricity production and sales, including equipment and methods, is preferred
• Knowledge of accounting terms and procedures required
• Analytical and communication skills required and should be proficient in the use of Microsoft Excel or relevant spreadsheet software
• Must possess the ability to operate a personal computer and must be proficient in the use of word processing, spreadsheet, and presentation software and office equipment including copiers, facsimile, scanner, and calculators
• Must have pleasant and effective telephone skills and must be able to interact effectively with the public, management, and other employees
• Must have strong interpersonal skills to include office management coordination with other support staff and the ability to interact competently with all areas of management, the public, and other companies
• Must be able to maintain a high level of confidentiality and must be self-motivated and able to work independently with little supervision
• Must be able to perform both routine and non-routine tasks in a frequently fast-paced office environment
• Must be willing and able to attend training within or outside Alaska and work overtime as required

Company Description

Chugach Electric Association is a member-owned cooperative, headquartered in Anchorage, Alaska's largest city. Anchorage itself sits at the base of the Chugach Mountains. Chugach is pleased to provide reliable, affordable power to more than 92,000 members from Anchorage to the northern Kenai Peninsula, and from Whittier on Prince William Sound to Tyonek on the west side of Cook Inlet. We service over 113,000 locations with 3,782 miles of transmission and distribution lines. We have many services that make it easy to power homes and businesses with Chugach.

Chugach's corporate vision:
Responsibly developing energy to build a clean, sustainable future for Alaska.

Chugach's corporate mission:
We provide safe, reliable, and affordable electricity through superior service and sustainable practices, powering the lives of our members.

Chugach's corporate values:
Guided by our values of safety, accountability, and sustainability, we are committed to serving our members, the community, and the Chugach team.

Equal Employment Opportunity
It is a policy of Chugach Electric Association, Inc., to recruit, hire, train, promote, and compensate persons without regard to race, color, religion, national origin, sex, marital status, pregnancy, parenthood, physical or mental disability, veteran's status, age, or any other classification protected by applicable, federal, state, or local law.
Chugach is also an affirmative action employer.

Benefits

Health Benefits

• Medical & RX
• Dental
• Vision
• Health Savings Account (HSA)
• Telemedicine

Financial Security

• 401K Plan
• Defined Benefit (Pension)
• Retirement Investment services
• Basic Life and AD&D Insurance paid for by Chugach Electric
• Supplemental Life Insurance
• Short Term Disability
• Long Term Disability
• Flex Spending Account (Health, Limited Use, Dependent Care)

Work, Life, Health

• 20 days vacation for first year of employment
• 9 Paid Holidays
• 2 Float Holidays & 1 Birthday Holiday
• Employee Assistance Program
• MetLife Will Preparation