Administrative Assistant II (Fleet & Operations)

Anchorage, AK - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Description

GCIs Administrative Assistant II will provide comprehensive administrative and staff support in an in-office capacity to ensure smooth daily operations across the organization. Responsibilities include preparing reports and presentation materials managing correspondence welcoming and directing visitors coordinating meetings and performing a variety of assigned tasks to support team efficiency and effectiveness.

ESSENTIAL DUTIES AND RESPONSIBILITIES AT ALL LEVELS:

Office Operations

Manage the reception and mail areas in the Executive offices supporting general office upkeep and organization.
Maintain the appearance and cleanliness of the dining den break rooms and conference rooms.
Order and maintain office and kitchen supplies ensuring refrigerators are well stocked.
Monitor and manage office equipment and service requests.
Assist with tracking budgets and expenditures following company policy and procedures.
Process invoices and expense reports ensuring accurate and on-time coding and reconciliation.
Maintain electronic and paper filing systems updating databases and records as needed.
Support team projects with research coordination and administrative tasks.

Scheduling & Coordination

Manage calendars and schedule meetings and conference bridges.
Resolve scheduling conflicts or redirect inquiries to the appropriate person.
Reserve meeting rooms assist with preparation of materials set up audio/visual equipment order meals.
Coordinate travel arrangements and itineraries.
Assist with organizing events conferences or team activities

Customer & Visitor Interaction

Greet and assist visitors ensuring a professional and welcoming environment.
Act as point of contact for building access validate visitor need for facility access check for proper identification and arrange for escort in secure facilities.
Answer direct phone calls take messages determine needs and respond to general questions.
Handle complaints or concerns with empathy and efficiency.
Provide solutions or alternatives when requests cannot be immediately fulfilled.
Handle incoming and outgoing correspondence respond to emails and other communications.
Sort and distribute department mail ensuring documents or packages are delivered to the correct recipient.

COMPETENCIES:

ACCOUNTABILITY- Takes ownership for actions decisions and results; openly accepts feedback and demonstrates a willingness to improve.
BASIC PRINCIPLES - Interacts with people in a way that builds mutual trust confidence and respect; adheres to GCIs Code of Conduct for Employees the Basic Principles.
COLLABORATION - Works effectively with others to accomplish common goals and objectives; maintains positive relationships even under difficult circumstances.
- Ability to successfully interact and collaborate with senior management colleagues business partners customers contractors and vendors.
- Ability to build positive relationships with internal and external stakeholders and professionally handle inquiries and resolve issues.
COMMUNICATION- Conveys thoughts and expresses ideas appropriately and professionally.
- Excellent communication and interpersonal skills with the ability to patiently and accurately articulate information to internal and external audiences professionally handle inquiries and complaints and communicate effectively with the team.
- Sufficient proofreading and editing skills grammar punctuation formatting and consistency to ensure accuracy and professionalism in all written materials.
COMPLIANCE - Follows internal controls; protects confidential information; abides by GCIs Code of Business Conduct & Ethics.
- Ability to maintain the highest levels of confidentiality when working with proprietary customer and employee information.
CUSTOMER FOCUS - Demonstrates commitment to service excellence; gives high priority to customer satisfaction.
RELIABILITY - Consistently follows through on assigned tasks as expected; demonstrates timely attendance at meetings training and other work obligations.
RESULTS - Uses a combination of job knowledge initiative sound decision making innovation adaptability and problem solving.
- Strong knowledge of general business practices and professional standards.
- Organized with the ability to effectively manage multiple projects prioritize and work under pressure to meet tight deadlines.
- Strong attention to detail with high degree of accuracy in data entry.
- Ability to adapt to shifting priorities and deadlines maintaining productivity in a fast-paced environment.
SAFETY & SECURITY - Supports a safe work environment by following all workplace safety rules and guidelines; complies with applicable Security policies and procedures.
TECHNICAL PROFICIENCY - Proficient computer skills and MS Office knowledge (e.g. Outlook Teams Word Excel) to complete job duties effectively such as using the company intranet and to accurately retrieve and input information into databases or equivalent.
- Familiarity with Adobe applications.
- Understanding of records management systems to include hard and soft copy filing.
- Ability to type a minimum of 40 words per minute (WPM) and proficient 10-key skills.

Additional Job Requirements:

This is an intermediate level position within the discipline demonstrating broad knowledge and proficiency in areas of responsibility. Performs moderately complex tasks and job duties receiving general instruction on routine work and new assignments. Works under moderate supervision with latitude for independent judgment. Supports higher level staff in implementing more complex projects.

Additional Competencies:

Ability to prepare clear and concise reports.

Minimum Qualifications:

Required: *A combination of relevant work experience and/or education sufficient to perform the duties of the job may substitute to meet the total years required on a year-for-year basis

High School diploma or equivalent.
Minimum of three (3) years of experience in a corporate administrative support role or related background. *

Preferred:

Associate degree in business administration or related field.
Telecommunications experience.
Relevant telecom industry or job specific certifications.

DRIVING REQUIREMENTS:

This position requires driving a company-owned vehicle company provided vehicle or a personal vehicle on behalf of the company. Must possess and maintain a valid drivers license proof of insurance a satisfactory driving record and successfully complete Defensive Driving course.

PHYSICAL REQUIREMENTS and WORKING CONDITIONS:

Most activities are conducted in a standard office environment under pleasant climatic conditions.
Daily office tasks frequently involve operation of standard office equipment (computer phone fax copier) and processing paperwork.
Work is primarily sedentary requiring daily routine computer usage.
Ability to work shifts as assigned work in standard office/home office setting and operate standard office equipment.
Ability to accurately communicate information and ideas to others effectively.
Physical agility and effort sufficiently to perform job duties safely and effectively.
Ability to position self to access items at varying heights.
Ability to safely move transport and position items up to 25lbs.
Ability to make valid judgments and decisions.
Available to work additional time on weekends holidays before or after normal work hours when necessary.
Must work well in a team environment and be able to work with a diverse group of people and customers.

The company and its subsidiaries operate in a 24/7 environment providing critical services to Alaskans and may need to respond to public health and safety matters or other business emergencies. Due to business needs employees may be contacted outside of the core business hours to respond to the immediate emergency. As such you will be requested to provide emergency after hours contact numbers to include your home and cell phone numbers if you have those services.

Culture Engagement and Connection:At GCI we foster an environment where the unique perspectives of our employees customers and fellow Alaskans are celebrated. We add value to our community by nurturing and empowering each member of our workforce ensuring equal opportunities for every Trailblazer.

EEO:GCI is an equal opportunity employer. Qualified applicants are considered for employment without regard to race color religion national origin age sex sexual orientation gender identity marital status mental or physical disability veteran status or any other status or classification protected under applicable state or federal law.

DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to this job.

All employees of GCI work in support of the GCI Mission Statement and Declaration of Principles which are located on the GCI Career page and Employee portal.

Addendum: Fleet Data & Operations Support

Addendum Purpose

Focuses on data collection documentation routine reporting coordination and task execution in support of fleet and logistics activities. Work is performed under direct or general supervision and in accordance with established procedures guidelines and timelines.

Essential Duties & Responsibilities

Fleet Data & Reporting Support:
Collect enter and maintain fleet-related data including maintenance activity asset utilization inventory status and service performance metrics.
Assist in preparing standard and recurring reports dashboards and presentation materials using predefined templates and formats.
Perform routine data tasks in Microsoft Excel (e.g. data entry formulas filters basic lookups and pivot tables) and company systems.
Review data for completeness and accuracy and notify appropriate staff of discrepancies or missing information.

Logistics & Operational Coordination:
Receive track and document logistics and fleet-related requests; update records and follow established processes for routing and completion.
Monitor fleet inventory records including aging or inactive assets and escalate issues according to defined procedures.
Track service activity and compliance against pre-defined KPIs and report exceptions to assigned leadership or subject matter experts.
Maintain routine communication with internal stakeholders to provide status updates and confirm completion of requests.

Process & Documentation Support:
Maintain logs trackers and documentation supporting fleet reporting logistics activity and operational workflows.
Assist with updating procedures checklists and templates as directed.
Organize electronic and physical records to ensure accessibility accuracy and compliance with record-retention requirements.

Financial & Compliance Support:
Compile and organize fleet-related financial data and supporting documentation for CAPEX and OPEX tracking and reporting.
Assist with reconciliations and verification of data as requested.
Handle confidential financial operational and employee information in accordance with company policies.
Support compliance with safety requirements internal policies and regional or community guidelines including those applicable to rural operations.

Administrative Support:
Provide general administrative support to Fleet and CTO Operations teams including scheduling correspondence meeting materials and coordination of routine tasks.
Support departmental objectives by completing assigned work accurately timely and in accordance with established priorities.

Specific Competencies

Data Accuracy & Attention to Detail:
Accurately enters updates and maintains operational and financial data.
Verifies information for completeness and consistency and identifies discrepancies for escalation.
Maintains organized records to support reporting and compliance requirements.

Process Adherence & Task Execution:
Follows established procedures workflows and documentation standards.
Completes routine recurring tasks consistently and within defined timelines.
Applies checklists and templates to ensure work meets quality expectations.

Administrative Organization:
Manages multiple tasks requests and trackers simultaneously in a structured environment.
Prioritizes assigned work based on direction deadlines and established priorities.
Maintains orderly electronic and physical filing systems.

Communication & Coordination:
Communicates clearly and professionally with internal stakeholders regarding status timelines and documentation needs.
Escalates issues delays or data concerns appropriate personnel following defined protocols.
Supports collaboration by ensuring information is timely accurate and properly documented.

Technical & Systems Proficiency
Microsoft Excel and standard office tools to perform routine data and reporting tasks.
Navigates company systems to input retrieve and update information as required.
Learns and applies new systems or tools related to fleet tracking and reporting.

Confidentiality & Professional Discretion
Handles sensitive financial operational and employee data in accordance with company policies.
Demonstrates professionalism and discretion in all communications and record handling.

Reliability & Accountability
Demonstrates consistent attendance and dependability.
Takes responsibility for assigned tasks and follows through to completion.
Meets deadlines and communicates proactively when issues arise.
Safety & Compliance Awareness
Follows safety guidelines policies and procedures applicable to fleet and logistics operations.
Demonstrates awareness of regional or community considerations including rural operations and escalates concerns appropriately.

Required Experience:

Junior IC

DescriptionGCIs Administrative Assistant II will provide comprehensive administrative and staff support in an in-office capacity to ensure smooth daily operations across the organization. Responsibilities include preparing reports and presentation materials managing correspondence welcoming and dire...