Project Administrative Assistant

JOB SUMMARY:

The Project Administrative Assistant will play a central role in supporting technical administrative accounting and project-related functions to ensure smooth day-to-day operations. This position serves as the first point of contact for visitors and callers while also providing behind-the-scenes support to multiple departments. Success in this role requires personal initiative a professional and positive attitude and a willingness to learn. Assignments are often deadline-driven so the Project Administrative Assistant must be able to set priorities take ownership of projects work efficiently and consistently produce high-quality results in a fast-paced environment.

ESSENTIAL FUNCTIONS:

• Greet and assist visitors ensuring they are directed to the appropriate location or contact.
• Maintain and update office directories.
• Collect and distribute daily mail to staff.
• Receive and log packages including certified deliveries.
• Manage calendars for personnel vehicle usage and field telephone/Wi-Fi devices.
• Schedule conference rooms and provide meeting setup support.
• Carry out errands and deliveries to support daily business functions.
• Order and maintain inventory of office and kitchen supplies.
• Serve as the primary contact for office equipment maintenance and troubleshooting.
• Coordinate travel requests and arrangements.
• Schedule and track all employee training and certifications.
• Expedite requests and processes as needed to support operational efficiency.
• Assist in preparing and processing employee expense reports.
• Support credit card reconciliation processes.
• Assist with invoice processing including scanning filing and maintaining electronic and hard copy records.
• Assist Project Managers in preparing materials and logistics for fieldwork.
• Assemble Job Boxes with required documentation and supplies.
• Assist in ordering and expediting field supplies to meet project timelines.
• Assist with union dispatching for union employees for projects.
• Assist with union employee hiring requests and internal tracking for projects.
• Administer new employee drug testing during the onboarding process as needed.
• Facilitate referrals for drug testing to be scheduled for non-local hiring as needed.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as directed.

SUPERVISORY RESPONSIBILITIES:

This job does not have any supervisory responsibilities.

KNOWLEDGE SKILLS & ABILITIES:

• Basic understanding of administrative and accounting principles practices and procedures.
• Working knowledge of office systems processes and administrative best practices.
• Skilled at maintaining confidentiality and handling sensitive information with discretion.
• Ability to work in a Native Corporation multi-business environment.
• Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint).
• Ability to use collaborative tools like Microsoft Teams Zoom or Slack for communication and scheduling.
• Excellent verbal and written communication skills for interacting with employees business partners and clients.
• Strong time management organizational and prioritization skills.
• Accurate data entry skills with high attention to detail.
• Ability to adapt quickly to changing priorities and learn new systems or processes.
• Familiarity with document management systems and electronic filing best practices.
• Greet and assist visitors in a professional service-oriented manner.
• Customer service skills focused on creating positive experiences for visitors and internal staff.
• Follow verbal and written instructions to complete assignments efficiently.
• Ability to work independently with minimal supervision while escalating issues appropriately.
• Manage multiple tasks and deadlines simultaneously in a fast-paced environment.
• Collaborate effectively in a team setting while also working independently.
• Maintain a professional appearance consistent with company standards.
• Safely and efficiently operate a motor vehicle.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required.
• Associates or Bachelors degree in Business Administration Office Management or related field preferred.
• One (1) year prior experience in administrative support or office coordination roles preferred.
• Valid state drivers license and qualified to operate a vehicle under the conditions of the Companys Driving Policy.
• Ability to pass drug driving and background screenings.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Brice Equipment has a fast-paced multi-tasking office environment requiring a high degree of efficient and effective performance. Adaptability regarding schedule and task changes is necessary to accommodate changing priorities.

For the full job description including physical and environmental demands please reach out to

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally it is our policy to select place train and promote the most qualified individuals based upon relevant factors such as work quality attitude and experience so as to provide equal employment opportunity for all employees in compliance with applicable local state and federal laws and without regard to non-work related factors such as race color religion/creed sex national origin age disability marital status veteran status pregnancy sexual orientation gender identity citizenship genetic information or other protected status. When applicable our policy of non-discrimination applies to all terms and conditions of employment including but not limited to recruiting hiring training transfer promotion placement layoff compensation termination reduction in force and benefits.

REASONABLE ACCOMMODATION
It is Calista and Subsidiaries business philosophy and practice to provide reasonable accommodations according to applicable state and federal laws to all qualified individuals with physical or mental disabilities.

The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties responsibilities and requirements.

This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.