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Executive Administrator
Position Summary
Information Insights is seeking a full-time Executive Administrator to join our team. We welcome candidates who excel in a collaborative work environment and are able to maintain positive, professional relationships with coworkers, clients, and subcontractors. A strong attention to detail and a commitment to creating high quality work product are highly desired. This position is responsible for carrying out the day-to-day operations of the office, supporting administration of consulting and project work, supporting business and human resources functions, and keeping corporate filings current. This position provides a unique opportunity to be part of a collaborative company-wide effort to develop, organize, and maintain systems that will advance the company into its next 25 years of providing quality consulting.
Who We Are
Information Insights (ii) is a woman-owned consulting firm based in Fairbanks, Alaska, providing research, analysis, facilitation, strategic planning, public engagement, organizational support, and grant writing services to clients throughout rural and urban Alaska. We believe the best solutions emerge when people are brought together with common goals, especially in a world that is always changing. We welcome candidates who thrive in a dynamic work environment where no two days are alike, and there is always something new to learn. Where work life and personal life complement each other rather than competing.
At Information Insights, we believe in listening to our clients and employees. We are building an employee-centric culture that is more than lip service; we have dedicated resources, consistent action, and visible support from leaders at all levels. Would you like to love your job and do what you love to do?
What We Offer- Information Insights practices a reduced work week schedule - 35 hours per week is considered full-time and salaries are commiserate with that
- $45,500 - $54,600 annual based on 35 hours/week
- Collaborative & rewarding environment
- An inclusive and respectful workplace
- Flexibility to set individual work schedule
- Ability to work remotely for designated periods of time
- 15 days paid Personal Leave, 17 paid Holidays, paid Year-end Office Closure (4 days), and ½ day per month public service or education time
- Employer managed employee health insurance plan with 80% of premium paid by employer
- Employer managed 401k retirement plan with a 4% employer match
- $500 + 16-hour discretionary training / professional development stipend
- Company-wide training and integration of diversity, equity, inclusion, and justice
Business and Office Management Administration- Ensure annual filings, licenses, and memberships are complete and current
- Assist with the development and maintenance of administrative policies and procedures
- Manage and maintain office supplies and equipment, act as primary point of contact for vendors
- Provide as-needed administrative support including scheduling group meetings, maintaining calendars, doing research, assisting with creating reports
- Assisting consultants and project staff as needed with travel arrangements, event logistics, and other administrative needs
- Coordinate and maintain employee benefits including health insurance, vision insurance, leave, holidays, retirement
- Support recruitment and hiring processes including posting jobs, tracking applications, scheduling interviews, preparation of interview materials, logistics support for hiring committee
- Facilitate employee check-in and performance review processes by maintaining schedule, preparing review documents, and providing the firm’s executive leadership with relevant employee details
- Review employee timesheets, import into accounting software; coordinate with bookkeeping contractor on payroll and invoicing schedule and review
- Assist with client and subcontractor paperwork and documentation
- Preparation of client professional services agreements and completion of relevant documentation and forms
- Preparation of subcontractor professional services contracts and completion of relevant documentation and forms
- Update project budgets weekly with expenses and staff hours
- Assisting consultants and project staff as needed with travel arrangements, event logistics, and other project support needs
The following are required:- 5+ years of prior work experience in office and administration management or comparable combination of education and experience
- High School diploma or equivalent
- Experience with successfully administering or managing a small office
- Demonstrated commitment to professional and respectful workplace communication
- Strong problem solving and analytical skills
- High level of proficiency with Microsoft Office and Google Workspace applications
- Experience handling sensitive or confidential information
- Associate or Bachelor degree from an accredited institution in Business Administration, or related field
- Experience with human resources (recruitment, retention, documentation)
- Prior experience with developing systems, procedures, and policies
- Experience with contract management
How to Apply
Send your resume and cover letter detailing how you meet the qualifications listed in the job description and tell us what would make you a strong candidate for our small business. The résumé and cover letter should be no more than two pages each. Application materials should be sent to hr@iialaska.com.
Link to full Job Description: https://infoinsights.com/job/executive-admin/