Position Opening: Executive Assistant/Office Manager
Reports to: Executive Director
Status: Full-time, exempt
Salary range: DOQ
Close date: open until filled
The Executive Assistant manages the day-to-day administrative affairs of the Executive Director’s office.
The Executive Assistant conserves the Executive Director’s time and promotes the corporate image by representing the Executive Director internally and externally; providing liaison between executive director, the board of directors and employees, managing the day-to-day operations of the office, organizing and maintaining files and records, planning and scheduling meetings and appointments, managing projects and conducting research, preparing and editing correspondence, reports, and presentations, and making travel and guest arrangements.
DUTIES AND RESPONSIBILITIES
- Schedules all appointments, conferences and speaking engagements and other commitments; handles changes or cancellations as deemed necessary and/or appropriate.
- Provides the Executive Director with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meeting, and speaking engagements; coordinates with other departments as necessary for speeches and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements.
- Maintains an efficient flow of information between all levels of the association including internal and external contacts on a wide spectrum of plans and priorities.
- Screens incoming calls to the Executive Director, determining nature of call and whether or not it requires the attention of the Executive Director, takes messages and maintains contact lists, and whenever possible responds to caller directly based on knowledge of Executive Director’s preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department.
- Processes all incoming correspondence received in the office of the Executive Director, prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Determines which correspondence can be handled by self and takes initiative in drafting responses for the Executive Director’s signature based on knowledge of her activities, interests, priorities, and issues. Follows same procedures for electronic mail.
- Correspond (verbally and in writing) with internal and external constituents on behalf of the Executive Director.
- Handles confidential and sensitive information with poise, tact, and diplomacy.
- Schedules and organizes all activities such as meetings, travel, car services, and association activities for the Executive Director.
- Greets and manages all visiting members and guests and handles all of their needs for the duration of their stay.
- Produces meeting summaries and maintains and tracks Executive Director’s priority lists of projects and other board memberships and responsibilities.
- Serves as a liaison with other departments, affiliate organizations, government offices and other agencies and senior level staff.
- Handles all business finances, reconciles credit card statements and manages all expense reports in a timely manner.
- Works independently and within a team on special and ongoing projects when necessary.
- Maintains files used by the Executive Director and association on an ongoing basis, modifying when necessary; applying association rules pertaining to retention and disposition.
- Arranges, in conjunction with other departments, special events sponsored by the Executive Director to include invitations, site selection and related details.
- Prepares annual business plan document and quarterly business plan reports. Assists with development of departmental budget.
- Maintain office space to ensure it is organized and runs smoothly.
- Serve as back-up to the receptionist.
- Performs other duties as may be required.
- Three to five years combined executive-level administrative support experience.
- Strong interpersonal skills and the demonstrated ability to communicate and interact effectively with peers, management, representatives of external organizations and the public.
- Excellent verbal and written communication skills.
- Self-motivated and ability to work effectively as a member of a team.
- Ability to work with minimal supervision.
- Ability to handle sensitive information and maintain confidence.
- Outstanding organizational skills, including detail orientation, and ability to manage multiple, time-sensitive, and sometimes competing priorities in a fast-paced and changing environment. Meticulous attention to detail and quality. Ownership in the effectiveness of the end product.
- Ability to schedule multiple meetings, often involving a number of people, on a daily basis.
- Experience in meeting design, coordination and set-up.
- Demonstrated proficiency with Microsoft Office applications, including Outlook, Excel, Word and PowerPoint. Professional experience publishing to websites and social media channels is a plus.
- Experience tracking and analyzing metrics and data using spreadsheets and other reporting applications is a plus.
- A passion for the organization’s mission and values.
- Demonstrated commitment to diversity and inclusion, equity and cultural/linguistic responsiveness.
- A valid driver’s license in the state of Minnesota with access to an insured vehicle for occasional work-related matters.
Direct resume and cover letter to email@example.com or St. Paul Youth Services, 2100 Wilson Avenue, Saint Paul, MN 55119.
St. Paul Youth Services is an Equal Opportunity Employer
Candidates representing communities of color and bilingual candidates are encouraged to apply.