Deputy Corporate Secretary

Job Title: Deputy Corporate Secretary  

Job Summary:The Deputy Corporate Secretary provides high-level governance and compliance support to the Corporate Secretary and Board of Directors. This position is responsible for managing governance processes, coordinating cross-departmental initiatives, and ensuring compliance with corporate, legal, and regulatory requirements. The Deputy Corporate Secretary exercises independent judgment maintains strict confidentiality and may act with delegated authority on behalf of the Corporate Secretary in their absence. The role requires a professional with comprehensive experience in governance and board support, capable of leveraging diverse professional expertise to strengthen organizational effectiveness. 

Duties/Responsibilities:•    Direct and coordinate Board of Directors and Committee meetings, including oversight of the annual governance and election calendar to ensure compliance with Alaska statutes, corporate bylaws, and regulatory deadlines. •    Advise and support Corporate Secretary in preparing, compiling, and distributing confidential board and committee materials through OnBoard and other platforms. •    Collaborate with the Corporate Secretary in drafting resolutions, governance documents, and procedural updates. •    Supervise the preparation and filing of annual corporate filings and shareholder meeting materials with Banking and Securities, including proxy statements and director questionnaires, while coordinating with Finance, Legal Counsel, and Compliance. •    Implement and oversee company-wide records management processes, ensuring compliance with retention requirements. •    Coordinate and manage travel logistics for the corporate secretary staff and/or Board of Directors, including scheduling and cancellations, to optimize efficiency and cost savings. •    Capture comprehensive minutes and action logs, and full responsibility independently during overlapping committee meetings. •    Oversee Directors’ and Board Youth Advisors’ compensation and travel expense reimbursements in accordance with company policies. •    Maintain and update the Board of Directors’ onboarding orientation manual and related governance documents to support board member engagement and development. •    Serve as primary liaison for the Haa Aaní Chair and management, coordinating meetings and documenting minutes, motions, and action items. •    Assist in developing, implementing, and managing the Board Youth Advisors’ program, fostering mentorship and cultivating future leadership. •    Perform other duties as assigned. 

Required Skills/Abilities: •    Excellent verbal and written communication skills. •    Excellent interpersonal and customer service skills.•    Accurate attention to detail is required.•    Excellent organizational and time management skills are needed, along with a proven ability to meet deadlines.•    The ability to deal with confidential information while maintaining confidentiality is essential.•    Proven ability to work and interact as a team member in a fast-paced environment.•    Ability to effectively interface with and constructively work with 13 board of directors who have high powered day jobs outside of their role as directors.•    Willingness to provide Alaska State Public Notary services and support.•    Strong event planning experience and skills are required.•    Strong analytical and problem-solving skills required.•    Knowledge of the Alaska Native Claim Settlement Act.•    Demonstrated ability to effectively prioritize tasks and delegate when appropriate.•    Proficient with Microsoft Office Suite (including Visio), or related software.•    Ability to willingly learn and become proficient with internal and new software programs.

Education and Experience: •    High school diploma or equivalent required.•    Experience with Alaska Native Corporations, generally accepted Board conduct guidelines •    Associate or bachelor’s Degree preferred.•    At least two years related experience required. 

Working Conditions:The physical and work environment characteristics 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 Demands: •    While performing the duties of this job, the employee is required to sit for long periods of time to attend meetings, type, input data, perform administrative functions. •    Will travel on both large and small planes. •    Some lifting of boxes, files, opening cabinets, and packing and unpacking boxes at events. •    Must be able to lift up to 15-20 pounds at times.•    Bending or standing as necessary.

Work Environment: While performing the duties of this job, the employee is working in an open office environment, and will be required to travel on jets, boats, and/or small planes periodically. This is an in-person at the office position. 

The noise level in the work environment is typical of an open office environment. May be exposed to dust, fluctuation in inside temperatures and electro-magnetic radiation as in a computer screen.

This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified, as necessary. This description does not constitute a written or implied contract of employment.