Board Secretary

Executive Board Secretary

Unalaska, AK

Summary of Position

The Executive Assistant/ Board Secretary is responsible for assisting the President, Board of Directors and Management Team in all day-to-day activities and provides executive support in a one-on-one working relationship.

Essential Functions

Work closely and effectively with the President and Board of Directors to ensure they are kept well informed of upcoming commitments and responsibilities.

Effectively manage the Board and President’s calendar, meetings, and events.

Plan and coordinate meetings, prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

Coordinate communications, agenda planning, logistics, meeting facilitation, and follow-up for out-of-town guests to meet with OC, City of Unalaska, and Qawalangin Tribe.

Conduct word processing and excel spreadsheet functions which may include graphs and tables; may also create presentations, organizational charts, project management tools, and other documents as needed.

Complete a broad variety of administrative tasks for the President and Management Team of which may include managing a calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential; arranging travel plans, itineraries, and agendas; and compile documents in preparation for meetings or events, including memo’s, agendas and resolutions.

Work independently on projects, from conception to completion, while working under pressure at times to handle a wide variety of activities and confidential matters.

Must be able to maintain strict confidentiality of corporate information.

Assist with answering Corporation’s main office line, screen calls, and direct calls as required. Greet visitors (when required) and arrange transportation for visitors as needed.

Process and issue Land Use/Snow machine permits as required.

Executive Secretary to the Board of Directors

Schedule all board meetings including regular monthly meetings, special meetings, work sessions and committee meetings, and planning sessions.

Prepare agendas and assemble documents and information for distribution to board members and corporate officials and deliver in accordance with the time requirements set forth in the Bylaws or as directed by the Chairman of the Board or CEO.

Provide administrative support to the Board of Directors and President to plan and conduct meetings and events including the annual shareholders meeting; to include preparing travel and hotel arrangements upon Director’s request and management’s request.

Prepare and record all resolutions to be considered and acted upon by the Board of Directors.

Attend and record the proceedings of board meetings and prepare and maintain a log of approved meeting minutes.

Follow up on directives given at board meetings, track board member attendance, deliver special documents to board members, and conduct polling of members as needed.

Maintain minutes, updates to minutes, the board and corporation policy manual, the Articles of Incorporation and Bylaws.

Assist Shareholder Affairs with preparation and support of Annual Meetings, including the informal notice, candidate nominations and questions, and formal notice in accordance with the Annual Meeting deadlines set forth in the Bylaws.

Always promote the image of the Corporation and maintain corporate confidentiality, including, without limitation, executing, delivering, and performing Corporation’s Standard Confidentiality Agreement.

Education and Experience

High School Diploma

A minimum of 3+ years of progressive experience providing support to various levels of management; or

a minimum of 2 years of experience providing support to executive level management.

High level experience supporting executives and entrusted with confidential information.

Knowledge and Abilities

Understand that this role is required to hold a variety of work and activities in confidence and with discretion.

Possess excellent verbal and written communication skills, excellent grammar and spelling a must.

Excellent computer skills; highly experienced in Windows including Outlook, PowerPoint, Word, and Excel.

Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in workflow.

Exhibit professionalism and composure in stressful situations, and able to meet short deadlines.

Ability to work in a team environment with a diverse group of staff, directors, shareholders and customers.

Exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Must have or have the ability to obtain and retain a valid Alaska Driver’s License before starting work as well as possess and maintain a good driving record.