Description

The Administrative Assistant provides comprehensive administrative, travel, and clerical support to the Shareholder & Corporate Relations department. This role coordinates department travel logistics, reconciles procurement card (p-card) transactions, prepares and distributes meeting minutes, answers phones, and manages incoming and outgoing mail. The position also plans team-building activities and provides day-to-day administrative support to the SCR department leadership. The Administrative Assistant helps ensure efficient operations, clear communication, and compliance with company policies.

Requirements

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• Arrange and manage travel for department staff and guests, including airfare, lodging, and transportation. Prepare itineraries, monitor changes, and ensure travel follows company policies and approval requirements.
• Collect and organize receipts, code and reconcile monthly credit card statements, and ensure expenses comply with company guidelines. Follow up on missing information and resolve discrepancies as needed.   
• Coordinate calendars, schedule meetings, prepare agendas and materials, take committee and department meeting minutes and track action items. Arrange conference rooms and audio/visual needs.
• Facilitate conference room scheduling and AV needs.
• Answer and route incoming calls, assist with general inquiries,
• Manage incoming and outgoing mail and shipping.
• Provide day-to-day administrative support to the department leadership, including scheduling, travel, correspondence, presentations, and expense reports.
• Maintain confidentiality and coordinate internal and external contacts.
• Assist with planning department events and team-building activities.
• Track staff work anniversaries and birthdays and assist with coordinating employee recognition efforts
• Maintain organized files, update contact lists, prepare correspondence, and manage department office and supply needs.
• Support department participation in shareholder meetings and events as requested.

Qualifications

• Education: High school diploma or GED required; Associate’s or Bachelor’s degree preferred.
• Experience: Minimum of three years of administrative support experience. Experience booking travel and reconciling monthly credit card or p-card statements preferred.
• Preferred Background: Experience working with Alaska Native Corporations or in shareholder-facing environments is a plus.

Essential Skills

• Strong verbal/written communication and customer service skills; professional phone etiquette.
• Excellent time management, organizational skills, and attention to detail; ability to prioritize and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, OneDrive, SharePoint); ability to format agendas/minutes and manage shared calendars.
• Proficient in travel and expense systems (e.g.Concur) with ability to follow and apply company purchasing card policies.
• High level of discretion and confidentiality.

Physical Demands

Corporate Office Environment with long periods of sitting. Frequent lifting may be required especially during Info Meetings, ability to lift up to (50 lbs.)

Disclaimer(s)

BBNC aspires to provide benefits to its shareholders by creating employment opportunities for BBNC’s shareholders and their families. Therefore, in accordance with ANCSA and other Federal laws, BBNC grants an employment preference to BBNC shareholders, their spouses and their descendants who meet the qualifications of the position. Specific questions regarding this policy may be directed to the Shareholder Development or Human Resources Departments. For purposes of this section, “descendants” includes adopted children and foster children in the immediate household of a BBNC shareholder.