Executive Assistant

JOB SUMMARY
The Executive Assistant position provides confidential administrative support to the Sr. Leadership and the AHHA Board of Directors, along with helping ensure accounting and administration back-end office operations run smoothly and efficiently. They support the work environment of a business by observing and taking the initiative on scheduling, maintenance, and coordination of services.
 
The job requires a proactive individual with a natural inclination to provide internal and member customer service, a passion for our mission, excellent communication skills, and attention to detail.
 
MAJOR RESPONSIBLITIES
Serves as the Executive Assistant to the Board and Sr. Leadership, providing support functions including:

• Serves the board of directors by scheduling meetings, preparing packets, producing minutes, drafting correspondence, and handling all records for the board and the CEO.
• Understands and monitors association compliance with our bylaws including determination of quorum requirements.
• Works with team members to coordinate logistics for the annual conference, the spring board meeting, and other meetings and events as needed:
  • Works closely with the Director of External Affairs and the Director, Education & Partnerships on meetings, events and educational offerings.
  • Contracts with venues for space, room blocks, and food service.
  • Understands budgets and tracks registration and reimbursements and expenses
  • Manages speaker logistics including contracts and travel.
  • Works with multiple vendors to secure materials and services for meetings.

• Serves as the company’s receptionist, playing a crucial role as the initial impression for members and visitors.
• Puts in place office safety protocols and ensures compliance.
• Provides office management services to the Anchorage and Juneau offices, including purchasing equipment and supplies, maintaining phone and internet contracts, promoting office security best practices, and fulfilling other office administration duties as required.
• Researches and recommends ways to save money and make the association run more efficiently.
• Ensures Corporate files are organized and maintained on the server with at least two team members with access.
• Tracks date of hire and birthdays and ensure team members are recognized for work anniversaries and celebrated on their birthday.
• Assists with onboarding new staff and board members to ensure smooth transition and engagement.
• Understands the budget and how to code according to the budget.
• Accounting and support for grants and contracts
  • Ensure admin allocations are correct for each grant/contract.
  • Provide grant/contract budgets to the accountant so that the team has a tool to track and plan spending.
  • Submit data as needed according to funder requirements.
• Maintains and provides accurate documentation for the annual audit in compliance with auditing standards.
• Receipt and coding for payment of all invoices and contractual obligations; including entering invoice details into the accounts payable system.
• Prepares customer invoices in QuickBooks and collects outstanding balances.
• Receipt and coding of all accounts receivable, including the preparation of bank deposits.
• Coordinates charge card reconciliation between staff and accountant. 
• Coordinates timesheets between staff and accountant.
• Provides income and expense reports as requested.
• Manages group purchasing agreements: processes the registration renewal for UpToDate and Salary Survey distribution. Works with members on Lippincott renewal contracts, and invoicing.
• Ensures business licenses, insurance, municipal taxes and other recurring business expenses are paid accurately and timely.
• Monitors A/R aging report, assists in collections, and recommends write-offs to the CFO.

1. Education and Experience.

• High school diploma required.
• Two years of post-secondary education and/or two years’ office administration experience preferred.
• A strong ability to use all Microsoft office products, especially Excel and Word;
• Basic data entry, note-taking, and math skills.
• Good communication skills, including both an ability to communicate clearly at an informational level and, where necessary, provide content at a technical level.

• Experience working with an organization with a corporate board of directors and an active committee structure.

• Well-organized;
• Self-motivated and self-directed;
• Provides excellent internal and external customer service;
• Well-spoken;
• An appreciation for consensus as a way of doing business and developing action plans;
• An ability to balance multiple assignments.

• Position is full-time, benefitted. Professional development opportunities will be provided.
• Position is located in the AHHA Anchorage office in downtown Anchorage with free parking.
• AHHA offers health insurance, vacation, flexible work schedules, and a family friendly environment.