Olgoonik is an Equal Opportunity Employer - EEO, including disability/vets

Olgoonik is a strong family of professional contracting companies established to create benefits for our Alaska Native shareholders and fueled by the belief that to do so our operations must remain of the highest quality, our employees qualified and principled, and our commitment to safety and every client’s mission unconditional.

From our roots in Alaska’s Arctic to our operations in South America, Europe, Asia, Africa and the Middle East, our experienced and dependable workforce consistently delivers results through a sharp combination of innovation and practicality.

Executive Assistant

Overview:

The Bureau of Educational and Cultural Affairs (ECA) has a requirement for full-time support services of a FOIA Govt Senior GIS to provide a variety of administrative services to support its Senior Leadership staff in the ECA Executive Office; support includes, but is not limited to, routine office administrative functions, management of business processes, and time and attendance

 

Primary Responsibilities:

Provides administrative support directly to Deputy Executive Director Level and above.

 

Submitting IT support requests, booking and scheduling rooms, scanning/emailing/copying, printing and assembling documents.Manages Contact List and updates contact details.Provide draft itineraries for review.Ensure adherence to guidelines for travel for FTEs and Contract staff to include ensuring COR approval of all contractor travel prior to processing.Process travel in the department’s online travel system (e2) and keep within budget.Obtain necessary visas and passports for official staff travel.Drafts and edits written materials such as correspondence, memorandum, newsletters, and briefing papers.Provides support for bureau projects and/or activities.Schedules and provide support for meetings and other events including making room reservations, setting up video or conference, setting up call-in numbers, inviting/tracking attendees, and providing a range of support in advance of and/or during meetings.Manages Executive Director’s calendar and serves as lead coordinator on scheduling meetings, RSVP for events, and related logistics.Maintains Office supply and equipment inventory and orders supplies and business cards for the Executive Front Office and its staff.Receives correspondence and other incoming mail and documents for the Executive Office and distributes accordingly.Serves as the Administrative Assistant to the newly created EX Chief of Staff (GS-14)Designated to approve conference room reservation requests in the “Reserv!t”online system for all of SA-5. (In rotation).Manages the Customer Service Star Program- Description: Creates spreadsheets and monitor emails from different offices as they submit nominees, create a certificate for each awardee and performs an official presentation.Manages the Duty Officer Program: In charge of informing the entire bureau of the contact for after hour emergencies. Includes keeping the log and cell phone. (Keeping track of DS-0584 sign in).Creates a weekend binder each Friday to keep the Director updated on next week’s meetings and agendas.Assists the Director with MyData requests and approving staff leave.In charge of releasing ALDACS to the department: All Diplomatic and Consular Posts.Creates standard operating procedures (SOPs) for new processes.Manages the SharePoint task list.Ensures the EX-roster by functional areas are always updated.Send out department notices/Clearing department notices.Sends out Weekly Activity Reports (WAR) and retrieve information to keep the Bureau of ECA informed.Oversees the Parking Allocations and maintains list for the entire Bureau.Responsible for Executive Office Time & Attendance.Record notes from the weekly staff meetings and send it out for all the attendees.Assist with F/O Taskers using the newly appointed Cascades Training System.Send submissions for Bureau Newsletter.

 

 

Supervisory Responsibilities:

No supervisory responsibilities are noted.

 

Education and/or Experience:

·         2-3 years of professional experience is required

Knowledge, Skills, and Abilities:

o   Strong written and oral communications skills

o   Possess excellent organizational and follow-up skills.

o   Ability to multitask in a fast-paced, high-volume work environment

o   Solid Microsoft Outlook, Excel, Word, and PowerPoint skills

o   Excellent customer service skills

 

Certificates, Licenses, Registrations:

N/A

 

Security Clearance:

Secret Clearance is required.

Additional Details: Subsidiary: Olgoonik Solutions, LLC FLSA: Non-Exempt Requisition Nbr: 2014484 Olgoonik is an Equal Opportunity Employer - EEO, including disability/vets

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or status as a protected veteran.  As an Alaska Native Corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.  

Share