JOB TITLE: Executive Assistant
REPORTS TO: Executive Director
STATUS: 30-40 Hours Weekly, Non-Exempt
LOCATION: Hybrid (Onsite & Remote)
DESCRIPTION OF WORK
The Executive Assistant provides office management, oversees assigned events/special projects, and supports communications for center staff and partners. The position is also to provide a high level of support for the Executive Director, including taking calls and scheduling meetings. This position requires independent judgment, flexibility/adaptability, and a professional image through in-person, phone, and written communications.
ESSENTIAL FUNCTIONS OF THE POSITION
- Acts as the administrative point of contact between the Executive Director and internal and external clients.
- Works to ensure smooth processes, workflows, and communication with RNDC directors.
- Support staff with daily, programmatic tasks.
- Answers the organization’s main phone line directing calls and messages as needed.
- Maintains the Executive Directors calendar, arranges meetings, appointments, and provides reminders.
- Coordinates all board and committee meetings for the organization including the preparation of agendas and related materials in accordance with public meeting laws.
- Organize and maintain accurate records system so that information can be efficiently filed and located using traditional office methods as well as electronic methods.
- Determine need and availability of data contained in files, archiving old records, and determining a process to save and or destroy records, maintaining confidentiality.
- Provide administrative support to conferences, seminars, meetings, and roundtable discussions, as required.
- Initiate contacts and agreements needed for events and special projects, along with working on drafting letters of support.
- Organizing staff development gatherings and professional development.
- Coordinates the South Central Service Cooperative worksite wellness activities program.
- Reconcile department purchasing card and support reconciliation of Executive Director credit cards.
- Assist the Executive Director and other staff with travel arrangements as needed.
- Support the Executive Director with travel arrangements and expense reimbursement.
- Ensuring all policies updated and reviewed annually by board and committee levels.
- Produces reports, presentations, and briefs as requested.
- Manage RNDC office independently when the directors are not on duty for reasons such as vacation, sick leave, and other leaves, seminars, and various meetings.
- Schedules and coordinates staff meetings.
- Greets and directs visitors at the office.
- Create and process purchase orders.
- Monitors and orders office supplies.
- Maintains the office areas to ensure RNDC brand image is reflected (Plain Language Initiative and style guide are followed).
- Assists with projects through other RNDC team members.
- Coordinates, manage and oversee assigned events, trainings, meetings and activities related to projects and regular work of RNDC.
- Support and manage event registration, on-site event support, logistics, and reservations.
- Prepare, organize, and distribute agendas, meeting documentation, meeting minutes, etc.
- Attend meetings as required with some required travel.
- Maintain and update center lists and contact lists, as well as proofreading and updating the newsletter.
- Utilize online survey tools to gather event data and meeting evaluations.
- Perform other duties as assigned.
REQUIRED EDUCATION, SKILLS, EXPERIENCE AND TRAINING
- High School Diploma or equivalent education.
- 1 – 2 years of experience as an Administrative Assistant or office/sales experience.
- Excellent and sound judgment is necessary.
- Excellent knowledge of MS Office Suite.
- Be able to establish work priorities.
- Perform all duties and tasks as described in the position description with a high degree of independence and considerable freedom of action.
- Experience with nonprofit grant writing.
- Exemplary planning and time management skills.
- Ability to multitask and prioritize daily workload.
- Discretion and confidentiality.
- Strong proofreading and writing skills.
- Skill in customer service sufficient to perform the duties described above with courtesy, respect, and interest in positive problem-solving.
- Ability to use customer service skills on the phone, in person, and online to provide effective general and specialized office support.
- Knowledge of math sufficient to add, subtract, multiply, and divide whole numbers, fractions, and decimals. Calculate percentages and use simple fractions.
- Skill in word processing sufficient to prepare memos, reports, invoices, financial statements, and other documents.
- Skill in developing, modifying, and using advanced spreadsheets
- Knowledge of English (speaking, writing, and reading) sufficient to perform the job duties described above using reading, writing, and speaking skills.
- Knowledge of typing/keyboarding skills sufficient to perform typing tasks with speed and accuracy.
PREFERRED EDUCATION, SKILLS, EXPERIENCE AND TRAINING
- Advanced college degree or lived experience.
- Experience with effectively managing customer relationships – both internal and external
- Highly motivated and detail-oriented
- Ability to multi-task effectively in a fast-paced environment
- Strong decision-making skills.
- Strong organizational skills sufficient to plan and organize meetings, events, and workshops, as well as organize and prioritize one’s own and others’ work.
- Demonstrate ability to work collaboratively in a team environment.
- Working knowledge of local units of government, open meeting law, and Robert’s Rule of Order.
WORKING CONDITIONS AND ENVIRONMENT
This is a diversified position requiring sustained effort related to public contacts, organizational issues, planning, and technical areas. The individual must be able to perform reliable work in both independent and team project settings, mainly using a computer to complete projects. Typical hours are 8:00-4:30 p.m. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
RNDC is a small office of approximately 10 professional staff in a flexible, family-friendly environment.
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 individuals with disabilities to perform essential functions.
While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to handle or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must regularly lift and /or move up to 10 pounds, and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.
Employee benefits include health insurance, health savings account with employer contributions, pre-tax flexible spending account, life insurance, PERA retirement benefit, paid holidays and vacation time, sick leave, and additional voluntary benefits available.
$52,000 – $65,000/year equivalent depending on qualifications
HOW TO APPLY
- Applications will be accepted until the position is filled.
- Send cover letter, addressed to Executive Director Nicole Griensewic, and resume to 3 Civic Center Plaza, Suite 310, Mankato, MN. Resumes will not be accepted without a cover letter and a completed online Click the “Apply Now” button below to complete an online application.
- Please contact Nathan George at email@example.com with questions.
This job description is not intended to be all-inclusive. The employee will perform additional reasonably related job duties as assigned.