Job Description

The Administrative Specialist performs the primary administrative and clerical functions in support of the general operations of the Corporation and assigned investments teams. This position\'s responsibilities extend the capabilities of those they support by handling business affairs and highly confidential information professionally. If you want to be part of a fast paced, cohesive, and dynamic team that does truly important work that benefits all Alaskans, this might be a good spot for you.

About APFC\xe2\x80\x99s Administrative Operations Team

The Administrative Operations team keeps APFC (Alaska Permanent Fund Corporation) staff free to focus on what they do best. This team understands that everyone plays a critical role in ensuring the success of the organization and, like many of our teams, working well together means having a strong mutual respect and understanding the high stakes nature of everything we do.

Key Attributes

• A belief that great outcomes come from great teams; a demonstrated ability to collaborate well in a small, informal team environment
• Self-motivation and very strong sense of personal and professional integrity

• Technology savvy with the ability to learn quickly
• Exceptional written and verbal communication as well as superior customer service
• The ability to comprehend and summarize material and extract relevant information

• Intellectual curiosity and excellent attention to detail

• Effectively prioritize and execute tasks in a high-stakes environment

Principal Responsibilities

General Administrative Support

• Represents the Corporation and assigned teams in polished professional manner

• Performs receptionist duties including, mail distribution, directing phone calls, responding to public inquiries and office equipment monitoring
• Assists with project documentation and management
• Serves as a backup to the other administrative specialists
• Performs other duties as assigned

• Manages wide ranging communications ensuring all team members are provided with pertinent information
• Answers phones, schedules appointments, greets and assists visitors
• Conducts, coordinates and reports findings on special research and other projects as assigned

Credit Card Reconciliation

• Tracks and manages Departmental and employee expense cards and purchases
• Organizes and consolidates departmental and employee credit card receipts
• Enters and reconciles monthly credit card statements in the corporate accounting system

Travel

• Arranges travel per the Alaska State Travel policies and APFC\xe2\x80\x99s exemptions
• Provides travel support to multiple Investment teams
• Creates and manages travel expense reports for assigned Investment teams
• Reconciles all related travel reimbursements

Board Liaison

• Provides Board liaison support to the Executive Assistant
• Assists with planning and preparation for Board meetings
• Assists with Board travel and travel expense reimbursements
• May assist at Board meetings using Robert\xe2\x80\x99s Rules of Order

• May be responsible for taking meeting minutes and distributing them to relevant staff members for review

• Assists creating Board packets:

• Creates regular consent agenda items with accuracy and completeness
• Completes due diligence template

• Serves as back-up Board liaison to the Executive Assistant
• May be asked to travel and facilitate Board meetings in locations across Alaska

Required Qualifications

• A minimum of 2 years of Professional Office experience, combination of college and work experience may meet minimum qualification.
• High degree of professionalism, confidentiality, and integrity
• Ability to balance daily tasks with deadline-based projects

• Solid technical proficiency including entire MS Office suite (including M365 and Teams)
• The ability to comprehend and summarize material and extract relevant information
• Must have demonstrated track record of outstanding organizational abilities
• Exceptional written and verbal communication as well as superior customer service
• Effectively prioritize and execute tasks in a high-pressure environment

Additional Qualifications

• Assigned departments travel frequently and require significant travel support, previous experience with travel is a plus
• Additional experience beyond the minimum is preferred

• Previous experience in working with Boards preferred

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may be added, removed or changed at any time with or without notice.

AAP/EEO Statement

APFC provides equal employment and advancement opportunities to all. APFC follows all applicable Federal and State laws and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other class protected by law.

DISCLAIMER

Please be alert to fraudulent Alaska Permanent Fund Corporation (APFC) job postings, all APFC jobs for which we are externally recruiting are posted on our careers site at APFC.org/careers. APFC will never ask candidates to interview via chat or text, nor ask for an upfront payment or deposit. If you believe you have been exposed to a scam, please contact us at to share any relevant details you may have.

Alaska Permanent Fund Corporation