The Alaska Native Tribal Health Consortium is a non-profit Tribal health organization designed to meet the unique health needs of Alaska Native and American Indian people living in Alaska. In partnership with the more than 171,000 Alaska Native and American Indian people that we serve and the Tribal health organizations of the Alaska Tribal Health System, ANTHC provides world-class health services, which include comprehensive medical services at the Alaska Native Medical Center, wellness programs, disease research and prevention, rural provider training and rural water and sanitation systems construction.

ANTHC is the largest, most comprehensive Tribal health organization in the United States, and Alaska’s second-largest health employer with more than 3,100 employees offering an array of health services to people around the nation’s largest state.

Our vision: Alaska Native people are the healthiest people in the world.

ANTHC offers a competitive and comprehensive Benefits Package for all Benefit Eligible Employees, which includes:

• Medical Insurance provided through the Federal Employee Health Benefits Program as a Tribal Employee, with over 20 plans and tiers.
• Cost-Share Dental and Vision Insurances
• Discounted Pet Insurance
• Retirement Contributions with Pre-Tax or Roth options into a 403(b).
• 401(a) ANTHC Retirement Plan: After one year of employment, ANTHC will begin making matching contributions of up to 5% of your eligible pay, based on your own contributions. In addition, you may be eligible for an annual discretionary contribution of up to 3% from the employer.
• Paid Time Off starts immediately, earning up to 6 hours per pay period, with paid time off accruals increasing based on years of service.
• Eleven Paid Holidays
• Paid Parental Leave or miscarriage/stillbirth eligibility after six months of employment
• Basic Short/Long Term Disability premiums, Accidental Death and Dismemberment (AD&D) Insurance, and Basic Life Insurance are covered 100% by ANTHC, with additional options for Short-Term Disability Buy-Up Coverage and Voluntary Life for yourself and your family members.
• Flexible Spending Accounts for Healthcare and Dependent Care.
• Ancillary Cash Benefits for accident, hospital indemnity, and critical illness.
• On-Site Child Care Facility with expert-designed classrooms for early child development and preschool.
• Employee Assistance Program with support for grief, financial counseling, mental/emotional health, and discounted legal advice.
• Tuition Discounts for you and your eligible dependents at Alaska Pacific University.
• On-Site Training Courses and Professional Development Opportunities.
• License and certification reimbursements and occupational insurance for medical staff.
• Gym Access to Alaska Pacific University includes a salt water pool, rock climbing, workout gym, and steep discounts for outdoor equipment rentals.
• Emergency Travel Assistance
• Education Assistance or Education leave eligibility
• Discount program for travel, gym memberships, amusement parks, and more.

Visit us online at www.anthc.org or contact Recruitment directly at [email protected].

Alaska Native Tribal Health Consortium has a hiring preference for qualified Alaska Native and American Indian applicants pursuant to P.L. 93-638 Indian Self Determination Act.

Summary

Under general direction of the Executive, will assist in advancing the organization initiatives and goals. Facilitates collaboration between the Executive and Executive Team. Supports Executive and Senior Leadership in performing a variety of duties including organizing daily/weekly/monthly work, project deadlines and deliverables. Maintain the day-to-day functions and provide high-level administrative support to the Executive and Executive Staff. Assume responsibility for efficient calendar management and administrative function to support assigned Executive. Independent judgement is required to plan, prioritize, and organize a diversified workload, and recommends changes and improvements.

Responsibilities

All

A ttend Executive meetings as requested, prepare all forms of communication, including but not limited to: preparing for Board meetings as well as other Executive meetings, preparing for complex presentations and reports, drafting speeches, taking succinct notes, and providing attendees with a summary of decisions, actions, and follow-ups. Prepares the Executive in advance for meetings and helps with prompt completion of deliverables and deadlines; collaborates with other leaders as necessary to complete. Ensure efficient time management, travel management, and calendar management by working closely with the Executive and planning forward 30-60-90 days. Expertly organize, manage, and host virtual conferences and seminars. Possess technological expertise in managing and setting up virtual meetings.

M aintain email distribution lists to ensure they are up-to-date and aligned with appropriate business groups. Coordinates travel end-to-end, including all logistics and itineraries. In accordance with established policies and procedures, make purchases, reconcile and process expense reports while maintaining high level of fiscal integrity and professionalism. Evaluate, develop and maintain internal office procedures in order to best support the department to ensure consistent workflow. Work closely with other Executive Assistants to support other Executive’s work.

C oordinate events of varied scale including hosting dignitaries, elected officials and V.I.Ps. Provides leadership, direction, and guidance to assigned staff. Develops goals and priorities in conjunction with employees, and assigns tasks and projects. Develops staff skills and training plans. Counsels, trains, and coaches subordinate staff.

P rovides a smooth onboarding experience for new Executive.

P erforms other duties as assigned.

E xecutive Assistant I

P erforms diversified and complex administrative duties and may provide some guided project coordination.

G eneral knowledge of department budget, budget criteria and working within budget Reconcile Credit Cards.

S ubmit and tracking of invoices to ensure timely payment to vendor.

T racking and maintaining contracts assigned to Executive.

S ustain a daily calendar of meetings and events.

E xcellent communication and time management skills; proven ability to meet deadlines.

A rrange travel and accommodations for Executives. Prepare expense reports.

C oordinates meetings.

T ake minutes of the meeting and share follow up items.

P repare handouts, agendas.

P articipate in preparation meetings to ensure understanding of Executive expectations.

R equired to attend regular scheduled committee and Board meetings to provide support and take notes for follow up in applicable area.

C alendar Board Report due dates.

P roactively request presentations from direct reports.

M aintain action items list post meeting follow-up.

R eview draft presentations in alignment with Board correspondence requirements and final packaging.

P roactively support meetings in real time, making requests of direct reports and ensuring prompt response and follow up of requests.

S creen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

M onitor Executive email and triage for level of importance. Follow up on response.

B e responsive to emails/texts/phone calls, with contact outside normal business hours.

P repare Word, Excel, PowerPoint Presentations, agendas, reports, special projects and other documents in support of objectives for the organization.

M anaging of Timekeeping Functions for all direct reports.

M aintains and orders office supplies.

M anage the Executive’s contacts.

P lan and organize work activities.

T rack and maintain policies and procedures.

M aintain the SCM Matrix for accuracy of reporting for the Executive.

E nsures ANTHC is following ANTHC brand and standard communication process.

E nsure completion of HR related documents and contracts.

A ssist with the recruitment of direct report vacancies.

C oordinates recruitment in partnership with Human Resources.

C oordinates interviews with other Executives.

E nsure prompt action for organizational requirements ensuring on time complete action (Evaluations, Annual Compliance Training, etc.).

E nsuring contractual employees meets expectations.

R equest or run reports as needed.

C onserve the Executive’s time by reading, researching, collecting and analyzing information as needed, in advance.

E xecutive Assistant II

C oordinates and performs a variety of confidential and complex administrative duties and may support the implementation of projects.

A pproves Credit Card charges.

O versee coordination of budgeting.

S ubmit and tracking of invoices to ensure timely payment to vendor.

O rganizes complex calendars and schedules; resolving any scheduling issues.

F inalize meeting materials, receiving timely.

P lanning appointments and events.

C oordinate meetings/prep to complete presentations.

R eview presentations and provide edits (grammar/formatting) timely.

A ssign post action follow up to direct reports.

A nswer and respond to phone inquiries on behalf of Executive.

D rafts email responses on behalf of Executive.

D raft Policies and Procedures for the department.

P rocess HR forms.

D evelops Interview Questions.

E xecutive Assistant III

C oordinates and performs a full range of advanced level, confidential, and complex administrative duties. Prior approval is required before using this title.

M anages credit cards for department, perform audits as needed to ensure compliance.

A ssist with the Management of Department Budget; participating in approval process.

S trategically manages Executives time with respect to priorities, goals and objectives.

M anages Travel Budget.

A pprove direct reports travel.

D raft and Reviews Board Presentations to finalize.

E xpedite requests proactively in an effort to provide prompt and timely response for requests that occur in the meeting. Assigning action follow up to the direct report.

M onitors inbox, draft correspondence and send on behalf of Executive.

D rafts and prepares correspondence for internal announcements, board meetings, and organizations that the Executive is involved with.

F inalizes Policies and Procedures for the department/division.

D evelops detailed work plans, policies and procedures, which include clear milestones and assignment of project task responsibilities and schedules.

T racks the day-to-day activities required to ensure projects are completed on time, successfully, and in a manner consistent with organizational goals, departmental policies, and/or the standard terms and conditions of the contract, if applicable.

C oordinates assigned staff in all aspects of the planning, design and implementation of highly complex projects.

S uccessfully manages the scope of the project, including client priorities and expectations of product and services, ensuring customer satisfaction.

A ccess to Executive correspondence and sensitive and confidential information.

I s available on-call as needed.

Other Information

KNOWLEDGE and SKILLS

A ll

Knowledge of federal Native programs and/or Tribal government.

P ossess exceptional interpersonal, written and verbal communication skills and establishes collaborative relationships with ease.

A bility to remain calm and focused under pressure while being proactive and anticipating the needs of the Executive and team.

E xcellent and reliable follow-through.

A bility to quickly understand and align with Executive priorities on a daily/weekly/monthly basis; manages schedules, upcoming due dates and assists with the achievement of Executive Goals proactively.

H ighly organized and creative with excellent skills in managing concurrent, fast-moving projects; possesses strong problem solving, project management and time management skills.

A dapt well to change and enjoys a fast-paced, changing and varied workload.

A dvanced or expert-level skills with Microsoft Office.

E xpert level skills with virtual meeting platforms including the ability to host meetings and troubleshoot technical problems.

D emonstrates independence and require minimal supervision to accomplish tasks or projects; ability to prioritize work and meetings and synthesize information to determine action items without guidance.

A ctively participates in own personal, professional and skill development.

A sks for constructive feedback often and quickly incorporates improvements in performance.

W orks effectively and positively as part of a cohesive team.

A nticipates, assesses and pivots direction when changes are needed and is directionally correct in doing so.

R eliable and trustworthy work attitude of high integrity, ability to handle confidential information.

MINIMUM EDUCATION QUALIFICATION

A ll Bachelor’s degree in business or a related field. Progressively responsible professional work-related experience, education, or training may be substituted on a year-for-year basis for college education.

mInimum Experience Qualification

E xecutive Assistant I

Non-supervisory – Three (3) years of experience in administrative support or supervising staff or in project management.

E xecutive Assistant II

Non-supervisory – Four (4) years of experience supporting Senior Management or Executive experience with responsibilities for administrative support to a C Suite Executive or experience supervising staff or project management.

E xecutive Assistant III

Non-supervisory – Five (5) years of experience supporting Senior management or Executive experience with responsibilities for administrative support to a C Suite Executive or experience supervising staff or project management.

MINIMUM CERTIFICATION QUALIFICATION

N /A

PREFERRED EDUCATION QUALIFICATION

N /A

Preferred Experience Qualification

N /A

PREFERRED CERTIFICATION QUALIFICATION

N /A

a Dditional Requirements

N /A