Administrative Assistant II

GCI's 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 and 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.

- 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.

- 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.

- Ability to maintain the highest levels of confidentiality when working with proprietary, customer, and employee information.

- 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.

- 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.

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 GCI’s 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.

- COMMUNICATION- Conveys thoughts and expresses ideas appropriately and professionally.

- COMPLIANCE - Follows internal controls; protects confidential information; abides by GCI’s Code of Business Conduct & Ethics.

- 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.

- 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.

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 driver’s 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 sufficient 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.