Board Coordinator (Anchorage, AK) - Doyon, Limited

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 Associate General Counsel, the employee will coordinate and provide administrative support for board and subsidiary board meetings, meeting logistics, preparation of minutes and action lists, and provide support to the Chair of the Board of Directors, Board members and the Legal Department.

***This position can be filled in either Fairbanks OR Anchorage***

ESSENTIAL FUNCTIONS:

• Work independently with minimal direction on a wide variety of projects delegated by the Associate General Counsel, including board meetings, workshops, and other functions
• Prepare board and subsidiary board meeting minutes in coordination and under the direction of legal department staff, primarily responsible for the development of final draft minutes, board meeting follow-up action item list
• Responsible for board room logistics, meeting preparation, and virtual meeting arrangements
• 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 them within the timeline; attend meetings as required
• Assist with the development and implementation of the board budget; and provide reports on the ongoing status of those budgets
• Provide and receive accurate and precise information concerning matters related to the corporation and the board and keep the Associate General Counsel apprised of emerging issues and problems
• Preserve the confidentiality of proprietary information and use considerable discretion and judgment in handling sensitive issues involving shareholders, members of the Board of Directors, and management
• Arrange complex and detailed travel plans and itineraries, compiles documents for travel-related meetings for Board members, and as directed
• Compose and prepare routine to complex and confidential correspondence, reports, purchase requisitions, payment requests, and other department forms and documents
• Answer and screen incoming and outgoing calls and correspondence; respond independently when possible; take and relay incoming messages and place outgoing calls, as needed
• Arrange meetings and conferences, assuring complete information is available as required; prepare agendas, notices, minutes, and resolutions for corporate meetings; attend meetings as required
• Maintain the board calendars
• 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
• 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 integrate 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:

• Adaptability- Adapts to changing conditions and work assignments, sets priorities, and manages multiple assignments, and tasks.
• Administrative Skills- Performs a variety of responsible and confidential office, clerical, and professional administrative duties.
• Attention to Detail- Ensures one's own and other’s work and information are complete and accurate.
• Communication Skills- Listens, writes, 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 little or no supervision.
• Networking- Establishes, maintains, and utilizes a broad network of contacts (e.g., in a specific industry, in government, and in the community) to monitor public and internal issues that affect our business.
• Planning and Organizing- Systematically develops plans, prioritizes, organizes, and manages resources in order to accomplish business goals within a specific time period.
• Problem-Solving- Anticipates and identifies problems, distinguishes between symptoms and causes, and determines alternative solutions involving varied levels of complexity, ambiguity, and risk.
• Process Improvement – Manages, leads, and enables the process of change and transition while helping others to deal with the process.
• Quality Management- Integrates organizational functions (i.e., marketing, finance, design, engineering, production, customer service, etc.) to focus on meeting customer needs and organizational goals.

SUPERVISION:

• This position has no supervisory responsibility.

REQUIRED QUALIFICATIONS:

• Five (5) years of progressively responsible secretarial or administrative experience
  
  • May substitute an Associate’s level degree in Business or a related field for two (2) years of experience: or
  • May substitute Bachelor’s level degree in Business or a related field for three (3) years of experience
• Must have experience in hosting and managing virtual meetings via Zoom and Teams
• Proficient in using software such as Microsoft Office Suite Products, Diligent, SharePoint, and Dock365
• High level of interpersonal skills to handle sensitive and confidential situations
• Valid Alaska Driver’s License
• Must type at least 60 wpm and have excellent spelling and grammar skills
• Experience & knowledge of Alaska Native cultures

PREFERRED QUALIFICATIONS:

• Experience in one or more of the following industries: ANCSA Corporations, oil & gas, construction, tourism, security, or natural resource development

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. Travel is required for board meetings and board retreats.

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.

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.