Shareholder Affairs/Executive Support Specialist

SHAREHOLDER AFFAIRS/Executive Support Specialist

Reports to: CEO Status: Full-Time Department: Administration Classification: Non-Exempt Location: Unalaska or Anchorage

Summary of Position

This position is responsible for all Shareholder affair matters, preparing quarterly newsletters and planning the Annual Meeting.

Essential Functions Must be able to maintain strict confidentiality of Shareholder information.

Shareholder Affairs

Communicate open positions to shareholders for recruitment and hiring.

Provide excellent customer service while promoting good public relations by providing information, assistance, and referrals as appropriate.

Maintain Shareholder files and ensure that records are scanned, copied, and properly filed in a timely manner.

Maintain Shareholder database with current and accurate information and ensure the integrity of the database and associated files including adhering to established corporate records, management practices, and schedules.

Ensure all Shareholder inquiries and communications are answered and documented in a timely manner.

Maintain log of Shareholder communications for reference and documentation.

Provide support documents and stock records as directed for annual meeting elections, special shareholder meetings, distributions, re-issue of outstanding or undistributed funds, and mailings.

Ensure completed forms are processed for proper execution, accuracy, and approval in a timely manner.

Provide accurate statistical reports, estate status reports, and any other reports as requested. Maintain Stock Will, Stock Gifting, Descendant, and Burial Assistance Programs.

Prepare stock transfer documentation for Shareholder stock in accordance with Alaska Statutes, stock transfer policies, and established procedures, including coordination with Finance Department to reissue outstanding funds in shareholder accounts.

Maintain Shareholder Records Desk Reference Manual.

Provide administrative support for the Shareholder Affairs Committee.

Assist with the production and distribution of the QC Eider Pointer Shareholder Newsletter.

Perform Notary Services.

Complete summary of Edna P. scholarship applicants and work closely with the Edna P. Trustees in making determinations.  Schedule Edna P. meetings and ensure application deadlines are timely, share with Shareholders.

Work independently on projects, from conception to completion, while working under pressure at times to handle a wide variety of activities and confidential matters.

Must be able to maintain strict confidentiality of corporate information.

Administrative Support

Assist with answering phone, screen calls, and directs calls as required, greet visitors, and arrange taxi/ car service for visitors as needed.  Tracking, ordering office supplies, meeting preparation, coordination of lunches and or dinners as needed.  Other duties and special projects done as needed.

Knowledge, Ability, and Skills

Knowledge of the principles and practices of corporate shareholder relations

Ability to comprehend and become familiar with the inheritance provisions of the Alaska Native Claims Settlement Act and relevant Alaska probate inheritance laws.

Possess excellent verbal and written communication skills, excellent grammar and spelling required.

Ability to listen, simplify, and disseminate information across audiences.

Excellent computer skills; highly experienced in Windows including Outlook, PowerPoint, Word, and Excel.

Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in workflow.

Exhibit professionalism and composure in stressful situations and able to meet short deadlines. Ability to work in a team environment with a diverse group of staff and customers.

Exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Must have or have the ability to obtain and retain a valid Alaska Driver's License before starting work as well as possess and maintain a good driving record.

Experience and Education

High School graduate or equivalent with 1-3 years of progressive work experience.

Minimum of four (4 years) in positions with similar functions with experience working with board of directors and/or shareholder affairs preferred.

Desired Experience

Previous experience working for a Native Corporation/organization.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

   Physical Requirements

Mobility                                    Speaking/Hearing

Seeing                                      Sitting

Lifting up to 20 lbs. occasionally Use of fingers/Manual dexterity

Work Environment

        Indoors:                        Normal office setting 95% of the time

        Outdoors:                     Varying conditions 5% of the time          

Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.