Administrative Assistant

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Job description

LOCATION: Juneau office

JOB CLASSIFICATION: Regular, Full-Time

JOB SUMMARY

The Administrative Assistant at Huna Totem Corporation will serve as the first point of contact for visitors, shareholders, and employees. This role is essential for creating a welcoming environment, managing mail and shipping tasks efficiently, and providing support to shareholder services. The ideal candidate will possess excellent communication skills, a friendly demeanor, and the ability to handle multiple tasks simultaneously.

Duties/Responsibilities:

• Greeting and Assisting:
  1. Warmly welcome shareholders, customers, and guests upon their arrival.
  2. Provide information and assistance as needed, ensuring all inquiries are addressed promptly and professionally.
  3. Maintain a clean and organized front desk area to ensure a positive first impression.
• Mail and Shipping Management:
  1. Oversee the receipt, sorting, and distribution of incoming mail and packages.
  2. Prepare outgoing shipments, ensuring accuracy and timely processing.
  3. Coordinate with HTC and ISP for shipping needs and maintain related records.
• Support in Shareholder Services:
  1. Assist with maintaining shareholder records, ensuring they are up-to-date and accurate.
  2. Facilitate communication with shareholders, responding to inquiries and directing them to the appropriate departments.
  3. Process income and shareholder ID requests efficiently.
  4. Assist with open estate and gifting requests as needed.
  5. Help organize and set up shareholder events and board meetings.
  6. Document upload and maintain digital files and documents within the organization.
  7. Provide general administrative support to the Shareholder Services team as required.
• General Office Support:
  1. Answer and direct phone calls, take messages, and handle general inquiries with professionalism.
  2. Assist with administrative tasks, such as data entry, filing, and maintaining office supplies.
  3. Perform other duties as assigned to support the office and team members effectively.

Required Skills/Abilities:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with staff, external partners, and shareholders.
• Advanced level written and verbal communication skills.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Must embrace the mission of Huna Totem Corporation and its values.

Education and Experience:

• Must embrace the mission of Huna Totem Corporation and its values.
• High school diploma or equivalent required; additional education or certification in office administration preferred.
• Previous experience in a receptionist, administrative, or customer service role is desirable.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Basic understanding of office equipment (phones, printers, fax machines).

• Valid Driver's License.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

This job description is not comprehensive but provides examples of typical responsibilities for an Administrative Assistant. The Administrative Assistant is responsible for performing other duties of a similar nature and level as in this description, as well as others necessary to carry out the goals and objectives of Huna Totem Corporation and its subsidiaries.

Huna Totem Corporation is an Equal Employment Opportunity employer with the exception to Native Preference under P.L. 93-638.

Compensation details: 25-27 Yearly Salary

PIe9a856a18b92-6266

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