Administrative Assistant

HAINES ADMINISTRATIVE ASSISTANT JOB DESCRIPTION 

TIMEFRAME: March - October 

JOB DESCRIPTION 

The Haines admin team’s main responsibility is to carry out our company mission of providing each guest with a safe, enjoyable and educational wilderness experience. The Haines admin team facilitates the operation of our day programs via phone and radio dispatch, scheduling, sales, cruise ship correspondence, dock representation and ensuring that guides complete their jobs and their corresponding paperwork. The Haines dispatch team also contributes some sales and logistical facilitation to our long trip programming. 

REQUIREMENTS 

• Prior office and/or tourism experience preferred 
• Must be proficient in Outlook and Microsoft Office products 
• Have a clean driving record and be able to be placed on our company auto insurance 
• Must have or obtain a basic first aid and CPR certification 
• Must be able to think nimbly and problem solve quickly and effectively 

• Willingness to help in other areas as needed including but not limed to, driving/guiding tours, expedition sales, assisting Skagway office. 

JOB DUTIES 

Reports to Cruise Operations Manager 

Assisting the Haines Program Manager in running daily operations which includes but is not limited to: 

• Guide scheduling 
• Radio dispatch 
• General office phone reception 
• Dock representation 

• Assisting with allotment management within our proprietary database, BaseCamp 
• Correspondence with partners – both cruise lines and local businesses 
• Trip paperwork management 
• Manage merchandise inventory and sales 
• Data entry 

• Confirm and approve settlement sheets between cruise lines & our accounting department 
• Assist Operation and Program Managers with company meeting agendas 
• Guide time sheet approvals 

WORKLOAD 

June, July, and August are busy and the Haines Admin Assistant can expect to receive 50+ hours per week. The nice thing is that Alaska has very generous overtime laws and the Haines Admin Assistant can expect quite a jump in your paycheck size. During this time, the office will be a very busy environment and the Haines Admin Assistant will be expected to juggle dispatch, scheduling, guide requests, phone calls, and more all while remaining calm and organized. 

 LIVING SPACE AND RENT STRUCTURE 

Haines housing options consist of our employee campground, we have a few campers/RVs for senior staff, and limited space for employees seeking to bring their own campervans/trailers/RVs, most 1st year staff camp in the wooded area encircling the campers/RV parking. The campground has (4) plumbed bathroom/shower units and a communal cooking area – due to the presence of bears in our area we prohibit cooking/food storage outside the communal cooking space. The campground is located on the same lot as our warehouse/office making the commute to work convenient for any staff planning to come to Alaska without a vehicle. There is a laundromat located within a short walk down the street. A guide room is located on the corner of the warehouse with access to WiFi.  

Additional Notes 

• Rent deductions are made twice a month with 50% of the month’s rent deducted from the 1st and 2nd paycheck. 
• Rent is prorated for the first month, rent for the last pay period will be deducted in full even if you vacate housing early. 
• Employees must vacate housing within 48 hours of their final shift unless other arrangements have been approved by management. 
• Pets – Must be approved by management, approval may be rescinded if your pet causes problems or is not friendly towards humans and other animals.  
• Failure to abide by rules outlined in the employee manual and housing agreement may result in immediate expulsion from employee housing.