Administrative Assistant I

JOB SUMMARY:

The Administrative Support Specialist will provide administrative, operational, and accounting support to ensure efficient and effective operations for the Calista Brice Holding Line. This position supports leadership and multiple business lines through coordination of administrative processes, invoice and expense management, meeting and travel coordination, reporting, and general office support functions.

The incumbent must demonstrate personal initiative, sound judgment, strong organizational skills, and the ability to complete assignments with minimal supervision in a deadline-driven environment. This role requires the ability to manage multiple priorities, maintain confidentiality, communicate professionally, and consistently provide high-quality support in a fast-paced, remote and/or hybrid work environment.

ESSENTIAL FUNCTIONS:

• Provide day-to-day administrative support to Holding Line leadership and staff.
• Coordinate calendars, meetings, conference calls, and virtual meetings using Microsoft Teams or similar platforms.
• Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain electronic and hard copy filing systems in accordance with company procedures.
• Coordinate travel arrangements, itineraries, and travel expense documentation.
• Prepare, code, and process expense reports for approval and submission to Accounts Payable.
• Pull invoices from vendor portals, log, index, code, and process invoices accurately and timely.
• Assist with company credit card reconciliations including mid-month, monthly, and year-to-date reporting.
• Assist in locating missing receipts and resolving discrepancies related to company credit cards and invoices.
• Maintain invoice processing records including scanning, filing, and electronic documentation.
• Assist with monthly and year-end Accounts Payable close processes.
• Maintain effective communication and responsiveness while working remotely or in a hybrid environment.
• Utilize collaboration and document management platforms such as Microsoft Teams, SharePoint, and OneDrive.
• Coordinate shipment and tracking of office equipment, supplies, and company materials for remote employees.
• Troubleshoot routine technology or connectivity issues and coordinate support with IT as needed.
• Assist with tracking employee training, certifications, and compliance requirements.
• Support project teams with administrative documentation and reporting.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as directed.

SUPERVISORY FUNCTIONS:

This position does not have supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• Strong working knowledge of administrative and accounting functions.
• Proficiency in Microsoft Office Suite applications, especially Excel, Outlook, Word, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Ability to maintain professionalism and confidentiality.
• Ability to work effectively in both team and independent environments.
• Working knowledge of virtual meeting platforms and remote collaboration tools.
• Ability to work in an Alaska Native Corporation multi-business environment.

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent required.
• Associate’s degree in business, Accounting, Office Administration, or related field preferred.
• Two (2) years of experience working in a professional office environment required.
• Experience with Microsoft Office Suite, especially Excel, required.
• Experience supporting accounting, invoice processing, or Accounts Payable functions preferred.
• Experience working in a remote or hybrid environment preferred.
• Ability to pass drug and background screening.

WORKING ENVIRONMENT:

The work environment is fast-paced and deadline driven, requiring the ability to manage multiple tasks and priorities simultaneously. Work may be performed in a traditional office setting, hybrid environment, or fully remote setting depending on business needs. The position requires extended periods of computer and telephone use, participation in virtual meetings, and frequent communication with employees and business partners across multiple locations.

For the full job description including physical and environmental demands please reach out to [email protected]

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.