Administrative Assistant Job at Calista Corporation in Anchorage

Overview

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The Administrative Assistant provides critical customer service and administrative support for Calista Education & Culture (CEC). This position administers reception, office functions, and scheduling support, while ensuring efficient day-to-day operations. The Administrative Assistant plays a key role in creating a welcoming, culturally aligned environment for Shareholders, Descendants, and community members.

Essential Functions

Organizational Support

• Serve as the first point of contact by greeting visitors, answering calls, routing inquiries, answering general questions, and ensuring a culturally respectful customer experience.
• Establish and maintain positive working relationships with community partners to ensure continuity of customer service.
• Manage the CECI email inbox by responding, routing, and forwarding messages as appropriate.
• Maintain visitor logs and ensure front desk coverage during regular hours.
• Support organizational communications by posting notices, distributing announcements, and assisting with internal updates as requested.
• Provide administrative coverage and assistance to colleagues during absences or peak workloads.
• Assist with scheduling meetings, scheduling shared spaces, preparing documents, setup of virtual meeting platforms, and taking/distributing notes, as requested.
• Adhere to all CEC policies and procedures and conduct business in an ethical, legal and safe manner.
• Provide customers with appropriate forms, applications, and informational materials related to CEC programs.
• Assist with intake, logging, filing, tracking, and routing of program applications and documents in alignment with specific program needs, ensuring accessibility and confidentiality.
• Support data entry into program databases with accuracy and timeliness.
• Support the organization of CEC Book Library inventory, ensuring materials are cataloged and accessible.
• Assist with program events, outreach activities, and workshops, including setup, logistics, and hospitality.
• Perform general clerical tasks including filing, copying, scanning, mailing, and document distribution.
• Draft, proofread and distribute professional correspondence and program communications with accuracy and clarity, applying correct grammar, spelling, and punctuation.
• Manage incoming/outgoing mail distribution and package handling.
• Monitor, organize, and maintain supply and storage inventories (office, program, and breakroom), including reordering as needed.
• Provide oversight of break room/kitchen and meeting room cleanliness, organization and restocking.
• Maintain equipment use logs and coordinate service calls with vendors (copiers, phones, etc.).

Accounting Support

• Assist with logging invoices, purchase orders, and supply requisitions to ensure accuracy in tracking.
• Maintain organized filing of financial documentation as directed.
• Support the Program Coordinator and/or Finance staff with basic data entry or document preparation.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Knowledge, Skills, & Abilities

• Strong customer service skills, including active listening and culturally aligned service delivery.
• Effective oral and written communication skills, including the ability to generate professional, complete correspondence with correct grammar, spelling, and punctuation.
• Ability to review documents for accuracy, consistency, and tone, ensuring all outgoing written materials reflect CEC's professional and cultural standards.
• Strong organizational and time management skills; ability to manage multiple priorities while meeting deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); ability to learn and adapt to new systems, databases, and virtual platforms.
• Ability to accurately enter data, manage records, and maintain confidentiality.
• Ability to coordinate schedules, meetings, and room usage across multiple staff calendars and platforms.
• Attention to detail in clerical and administrative tasks with commitment to accuracy and quality control.
• Ability to adapt to shifting priorities and support team members when needed.
• Ability to maintain professional appearance and demeanor.
• Basic financial processing skills, including logging invoices, supply requisitions, and expense tracking, with the ability to follow established procedures.
• Ability to problem-solve routine administrative challenges independently, while knowing when to escalate issues to supervisors.
• Commitment to cultural respect, teamwork, and collaborative support within a nonprofit service environment.

Qualifications

• High School Diploma required.
• Minimum of 1 year of administrative or customer service experience, with 3 years preferred; or equivalent combination of experience and education.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Fluency in the Yup\'ik language is preferred.
• Ability to pass a drug, motor vehicle, and background screening.

Working Environment

Calista Education and Culture's team operates in a fast-paced, multi-tasking, customer service-oriented environment that values collaboration, cultural respect and teamwork. This role requires a high degree of efficiency and effective performance, along with adaptability to changing priorities. Team members support one another to meet organizational goals, and overtime may be required periodically.

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.