Job description
Overview:
Doyon, Limited's mission is to continually enhance our position as a financially strong Native corporation to promote the economic and social well-being of our 20,000+ shareholders. We provide exceptional career opportunities for individuals who value professionalism, collaboration, and a commitment to excellence. We understand the importance of treating our employees well and the impact motivated employees have in helping us succeed in our vision to be the leader in all we do.
COMPREHENSIVE BENEFITS PACKAGE:
PHYSICAL DEMANDS: The work is generally sedentary, requiring routine walking, standing, bending, and carrying items weighing less than forty pounds—[Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].
REASONABLE ACCOMMODATION: It is Doyon's business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities. With respect to mandatory COVID-19 vaccination, a workplace accommodation may be available based on the Americans with Disabilities Act, for a disability that prevents vaccination, or under Title VII of the Civil Rights Act of 1964, based on a religious/ethical belief against vaccination. Accommodation requests should be made, in writing to the Human Resources Department.
PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.
This job description is not an employment agreement or contract, implied or otherwise, other than an "at will" relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.
Doyon, Limited's mission is to continually enhance our position as a financially strong Native corporation to promote the economic and social well-being of our 20,000+ shareholders. We provide exceptional career opportunities for individuals who value professionalism, collaboration, and a commitment to excellence. We understand the importance of treating our employees well and the impact motivated employees have in helping us succeed in our vision to be the leader in all we do.
COMPREHENSIVE BENEFITS PACKAGE:
Doyon, Limited offers a highly competitive benefits package that make up a significant portion of an employee's total compensation. Eligible employees may participate in the following benefits (these details are for informational purposes only and are subject to any policy or plan changes):
- Paid Time Off (PTO)
- Paid Holidays
- Medical Insurance
- Dental & Vision Insurance
- Flexible Spending Accounts (FSA) & Health Savings Accounts (HSA)
- Life insurance
- Short and Long-Term Disability
- 401(k) Plan & Employer Match
- Profit sharing
- Employee Assistance Program
- Tuition Assistance
JOB SUMMARY: Under the supervision of the Exec. Assistant/Board Coordinator, the employee will coordinate and provide administrative support for subsidiary board meetings, including meeting logistics, preparation of minutes, and action lists. The position will also provide administrative support to the legal and operations departments.
Responsibilities:
BOARD ESSENTIAL FUNCTIONS:
- Work independently with minimal direction on a wide variety of projects, including board meetings and other board functions.
- Prepare board meeting minutes in coordination and under the direction of legal department staff, primarily responsible for the development of final draft minutes, meeting follow-up action item lists.
- Responsible for meeting room logistics and preparation.
- Occasional overnight travel to out-of-office board and committee meetings, as needed.
- Prepare meeting notices, agendas, and resolutions for subsidiary meetings; compile meeting packets and distribute within timeline; attend meetings as required.
ADMINISTRATIVE ESSENTIAL FUNCTIONS:
- Perform complex and confidential secretarial functions including written correspondence, respond to routine external correspondence, type memos, purchase requisitions, payment requests, monthly expense reports, credit card reconciliations, and other department forms and documents.
- Provide administrative assistance to Anchorage-based Associate General Counsel and Operations Department personnel.
- Arrange detailed travel plans and itineraries, compiles documents for travel-related meetings for Associate General Counsel and Operations personnel as needed.
- Receive and provide accurate and precise information concerning matters related to the company from departments in the company, subsidiary companies, outside agencies, shareholders, etc.
- Maintain meeting and event calendar for Anchorage location Associate General Counsel and Operations Department personnel.
- Proficient in using software such as TEAMS, Zoom, Diligent, SharePoint and Dock365.
- Create and maintain database and spreadsheet files.
- Preserve the confidentiality of proprietary information and use considerable discretion and judgment in handling sensitive issues involving shareholders, members of the Boards of Directors, and business partners.
- In coordination with the Sr. Corporate Paralegal, help to maintain board meeting records, resolutions, and board policies in accordance with corporate record keeping policies and procedures.
- Open, sort, and distribute incoming mail, prepare outgoing mail.
- Create and maintain database and spreadsheet files.
- Answer and screen incoming and outgoing calls and correspondence, respond independently, when possible, take and relay incoming messages and place outgoing calls as needed.
- Perform special projects as assigned.
- Other duties as assigned.
DOYON LIMITED CORE COMPETENCIES:
- Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
- Corporate Values- Understand, embraces, and integrates Doyon corporate values into everyday duties and responsibilities.
- Customer Service – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
- Safety and Security – Promotes a safe work environment for co-workers and customers.
- Teamwork – Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.
JOB SPECIFIC COMPETENCIES:
- Administrative Skills- Performs a variety of responsible and confidential office, clerical and professional administrative duties.
- Attention to Detail- Ensures one's own and others' work and information are complete and accurate.
- Communication Skills- Listens, writes, and speaks effectively, and positively relates and interacts with co-workers and others.
- Dependability- Consistently adheres to operational standards, ensures smooth operations and positive customer experiences, builds a productive workplace, is reliable, and improves team morale.
- Independence- Works with minimal supervision.
- Planning and Organizing- Systematically develops plans, prioritizes, organizes and manages resources in order to accomplish business goals within a specific time period. Balance and coordinate multiple deadlines and priorities to ensure timely completion of work.
- Time Management- Manages time effectively when accomplishing tasks, projects and goals.
- Willingness to Learn- Willing to learn new skills or techniques to meet the demanding changes of job duties and responsibilities.
SUPERVISION:
- This position has no supervisory responsibilities.
REQUIRED QUALIFICATIONS:
- Four (4) years of progressively responsible secretarial or administrative experience, but may substitute an Associate's level degree in business or related field for one year of experience; or, three years of demonstrated knowledge of ANCSA, Doyon, and related issues.
- Must have a high level of interpersonal skills to handle sensitive and confidential situations.
- Must have a valid State of Alaska driver's license.
- Must type at least 50 wpm and have excellent spelling and grammar skills.
- Experience & knowledge of Alaska Native cultures.
- Must have experience scheduling meetings with Zoom and Microsoft Teams.
WORKING ENVIRONMENT: The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities, and abilities.
PHYSICAL DEMANDS: The work is generally sedentary, requiring routine walking, standing, bending, and carrying items weighing less than forty pounds—[Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].
REASONABLE ACCOMMODATION: It is Doyon's business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities. With respect to mandatory COVID-19 vaccination, a workplace accommodation may be available based on the Americans with Disabilities Act, for a disability that prevents vaccination, or under Title VII of the Civil Rights Act of 1964, based on a religious/ethical belief against vaccination. Accommodation requests should be made, in writing to the Human Resources Department.
PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.
This job description is not an employment agreement or contract, implied or otherwise, other than an "at will" relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.
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