Team Assistant

Why Join ASCI? 

• We have a zero Total Recordable Incident Rate 
• Our average employee seniority is 8+ years 
• Our positions cover a variety of functional areas, geographical areas, and industries 

What can you bring to the ASCI Team? 

• Safety: We strive to create an environment where communication is open and everyone recognizes that our work is never so urgent that we cannot take the time to watch out for each other. 
• Integrity: We always do the right thing, even when no one is looking. We have the courage to challenge each other and accept feedback. 
• Responsive: We understand that responsiveness is about consistently providing accurate and concise communication at the right time. 
• Continuous Improvement: We strive to proactively find ways to improve and adapt ourselves, our processes and our customers. 
• Community: We recognize that our success is only achieved by focusing on the impact we have on others.  

Benefits Eligible: Optional 

Location: Anchorage, Alaska 

ASCI is currently seeking applicants to be considered for a Team Assistant role. This role will provide high-level team assistant (TA) support to respective executives and team members. Various functions as assigned; work collaboratively with the other TA’s and independently in support of overall business objectives. 

Essential Duties & Responsibilities: 

• Calendar management and business support for the respective business function executive and team members. Manage and direct inquiries and requests as appropriate. Answer the main switchboard phone line in a consistent manner and communicate message to the appropriate parties. 
• Schedule and organize meetings and workshops including (onsite and offsite): book conference rooms, prepare agenda, order and coordinate catering, format and collate papers, attend meetings to capture minutes and actions. Ensure conference rooms equipment is turned off and room is cleaned/returned to “ready for use” condition at the end of the meeting. 
• Administrative support, coordination, production and distribution of business documents for leadership and other relevant team members. 
• Arrange and coordinate all details for video conferences across various time zones for internal and external stakeholders. May include greeting external visitors at Benson Building security office and escorting them to and from the necessary locations. 
• Process business expense reconciliations and code invoices in adherence to company policies. 
• Complete accurately travel and accommodation bookings for internal and external stakeholders consistent with the company Travel and Accommodation Policy. 
• Coordinate on-boarding and off-boarding of team members, including desk set up, and completing onboarding and offboarding checklists. 
• Provide other general administrative support and duties as assigned, including but not limited to: ordering office supplies, bindings, special mailing projects, ordering business cards, provision of support in Crisis, Emergency and Incident Management, updating and maintaining accountability logs, inventory SWAG, create files/folders/labels and complete other duties as required. 
• Provide TA backup (coverage during vacations, sick leave, etc.) as required and complete assignments as delegated by the Executive Assistant to the EVP. 

Minimum Qualifications & Experience: 

• High School Certificate (or equivalent) 
• Consistently demonstrates a high degree of accuracy. 
• Proven time management and organizational skills, with the ability to work well under pressure of multiple deliverables within tight deadlines. 
• High level of maturity and discretion necessary to liaise directly with Executive Management, and external contacts both locally and internationally. 
• Ability to work independently, but with a strong team, collaborative and customer focus. 
• High-level problem-solving skills and proactive attitude. 
• Strong communication and interpersonal skills essential for this role. 
• A high degree of proficiency in the use of Outlook, Word, Excel and PowerPoint. 
• Minimum eight years secretarial experience providing support to senior executives in large organizations. 
• Prior industry experience is desirable, but not essential.