T i t l e : Corporate Communications & Shareholder Services Assistant
D e pa r t m e n t : Shareholder Services Ho u r s of Work: 40
C a te g o r y: Regular full-time F L S A S t a t u s : Non-Exempt
Sala r y / Gr ad e L eve l : DOE
Re p o r t s to ( S u p e r v i s e s / L iai s o n ): Director of Corporate Communications & Shareholder Services
S U MM A RY
Under the direction of the Director, the assistant provides direct administrative support to the Shareholder Services & Corporate Communications Department and also front line support for Goldbelt’s corporate headquarters. This position performs administrative duties and tasks specific to the position.
JOB D UT I ES
Assist with maintaining accurate shareholder information in shareholder data base including updating information, processing requests such as gifting and estate forms, and scanning and linking all documents in shareholder data base;
Process court and agency requests pertaining to shareholder dividends in compliance with prevailing regulations and legal obligations;
Assist as needed with the annual meeting and shareholder information meetings;
Answer main telephones and transfers calls to appropriate staff member;
Meet and greet shareholders, clients and visitors;
Perform general administrative duties as needed to include but not limited to drafting correspondence, photocopying, faxing, mailing, and sorting mail;
Use word processing and design software to develop letters, memos and forms;
Maintain confidentiality of all company business;
Assist with special projects as assigned;
Performs other incidental and related duties as required .
NE C E SSA RY S K I LL S A ND KNOW L E D G E
Ability to provide outstanding customer service both internally and externally;
Must possess excellent professional telephone skills and ability to operate a multi-line phone;
Ability to prioritize and multi-task in fast-paced and sometimes stressful environment;
Ability to work with frequent interruptions;
Computer literacy required including proficiency with Microsoft Office Suite and familiarity with data base programs. Knowledge of Stock Track and Adobe InDesign a plus;
Ability to comprehend and follow oral and written instructions, procedures, and guidelines with the capability of applying them to various situations;
Ability to handle sensitive information with discretion, tact, good judgment, maturity, timeliness, accuracy and with limited supervision while also maintaining confidentiality of sensitive shareholder records ;
Must possess excellent oral and written communication skills with knowledge of grammar, business English, company organization, policies and procedures;
Must be a self-starter seeking to grow and acquire new skills;
Ability to handle stressful situations, such as dealing with all types of customers, irate, quiet, loud, etc., while meeting strict deadlines;
Ability to provide assistance to Director while contributing ideas and problem solving solutions in an effort towards continuous improvement;
Strong attention to detail;
Ability and willingness to learn ANCSA laws and regulations and apply them to a variety of shareholder-related situations;
Must possess excellent organizational and time management skills;
Ability to meet time and attendance requirements.
M I N I M U M Q U A L I F I C A T I ONS (e d u c a t i o n and e x p e r i e n ce)
High School Diploma or General Equivalency Diploma (GED) and completion of vocational certification in general business and/or administrative office skills AND three (3) years’ experience that includes administrative tasks such as greeting clients, answering multi-line telephone, word processing, sorting mail, and providing administrative support OR
Associates Degree AND one (1) year experience that includes administrative tasks such as greeting clients, answering multi-line telephone, typing, filing, sorting mail, and providing administrative support OR
Any equivalent combination of experience, training, and/or education
The work is performed at the front desk of Goldbelt’s corporate office with moderate walk-in traffic. Incoming phone call volume fluctuates from minimal to heavy. The building is a non-smoking facility with designated outside-smoking areas.
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 qualified individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is constantly required to sit, talk, hear, use hands and fingers to operate, handle, or feel objects, tools, or controls; reach with hands and arms . Occasional walking, bending, and lifting and/or moving up to 25 pounds are required. Specific vision abilities required by this job include distance vision, close vision, and the ability to adjust focus.
Goldbelt, Inc. - 18 months ago