Executive Assistant

Job DetailsJob Location: Duluth Entertainment Convention Center - Duluth, MN 55802Position Type: Full TimeSalary Range: $21.00 - $26.00 HourlyJob Shift: DayJob Category: Admin - ClericalTitle
Executive Assistant

Hourly Wage
$21.00 - $26.00

 

Job Summary
The Executive Assistant will provide effective and efficient administrative support to the DECC’s Executive Director and the Board of Directors.  

Requirements and Competencies


Ensure a high level of confidentiality
Ability to prioritize competing tasks and manage time effectively
Excellent verbal and written communication skills
Excellent interpersonal skills
Proficient in Microsoft Office Suite including Outlook, SharePoint, Word, and Excel
Excellent organizational skills and attention to detail
Basic understanding of clerical procedures and systems
Ability to work independently
Ability to work productively under pressure and deadlines


 

Preferred Qualifications


1+ years of experience in an administrative role


 

Essential Functions (Reasonable accommodations may be made for individuals with disabilities.)

 

Support the Executive Director – 75%

 


Manage the Executive Director’s complex and demanding calendar including scheduling and meeting coordination.
Serve as a calendar gatekeeper and general deputy of time, fielding internal and external scheduling requests and providing recommendations aligned with the Executive Director’s priorities. 
Serve as a sounding board and confidant to keep the Executive Director well informed and help facilitate their decision-making.
Handle highly confidential and/or sensitive company matters with discretion and tact.
Provide support for meetings, internal events, and other staff functions as directed by the Executive Director.
Research, draft, compile, format, edit, and proofread communications and documents under the direction of the Executive Director including but not limited to emails, spreadsheets, letters, and presentation materials
Provide administrative support to the Executive Director for the reconciliation of credit card purchases, invoicing, and travel expense reimbursement.
Provide administrative support for the management of company contracts including facilitating signatures, storage, and logging contracts in the contract library.


 

Support the Board of Directors – 20%


Schedule and coordinate Board of Directors meetings, board committee meetings, and board events.
Provide support to ensure board meetings run smoothly including but not limited to distribution of materials, meeting set up, and catering orders.
Research, draft, compile, format, edit, and proofread board communications and documents under the direction of the Executive Director, Board Chair, and board at large including but not limited to emails, spreadsheets, letters, board packets, and presentation materials.
Create and distribute board orientation materials.
Communicate with Boards and Commissions Offices (Mayoral and Gubernatorial) to file and update regulatory documentation including, but not limited to: rosters, oaths of office, and resolution documents.
Write and maintain meeting minutes for Board of Directors meetings.
Maintain and update the board sections of the DECC website in WordPress.
Ensure accurate and up-to-date record keeping for all board documents.


 

Administrative Support – 5%


Make administrative purchases in alignment with organization policies.
Manage office supply inventory and corresponding supply budget.
Manage office printer contracts and devices.
Maintain a high level of customer service with DECC employees, vendors, promoters, and visitors.
Additional duties as assigned.


 

Schedule

This position is full-time, 40 hours per week, primarily Monday-Friday 8am-4:30pm. There could be a possible evening or weekend shift on occasion depending on events or activities.

 

Supervisory Responsibilities


None


 

Work Environment


Typical office setting, usually a quiet noise level, but can be very loud.


                                                                                                           

Physical Demands


Prolonged periods sitting at a desk and working on a computer
Must be able to lift up to 20 pounds at a time



 

Eligibility Requirements


Must be 18 years of age or older
Successful completion of reference checks
Successful completion of a background check
Successful completion of a drug test, if applicable


 

Work Authorization/Security Clearance Requirements
The DECC uses USCIS Form I-9 to verify the identity and employment authorization of individuals hired for employment. On the form, an employee must attest to his or her employment authorization. The employee is required to present the DECC with acceptable documents evidencing identity and employment authorization at the ti