Job Title: Executive Assistant
Job Classification: Exempt
Supervisor: Director of Administration
Status: Full-time
Location: Virginia MN (hybrid and other location sites)
Pay Band: $45,760.00-$64,480.00 (Pay band 4) BOE
Benefits: Including but not limited to: Medical, Dental, Life, 401k, PTO
Position Summary:
The Executive Assistant supports the work of the CEO, as well as the team of Directors. Tasks are varied but may include such things as: clerical functions; conducting research and organizing information into reports; preparing presentations; organizing, updating and maintaining employee data, making travel arrangements; greeting guests; working on special projects and assisting at agency functions.
Essential Functions:
- Answering phones, scheduling meetings, managing mail and correspondence for Executive and Senior leadership.
- Conducting research, organizing information, generating reports for Executive and Senior leadership.
- Filling and retrieving documents, records and reports for Executive and Senior leadership as requested.
- Helping to prepare grants as for Executive and Senior leadership as requested.
- Preparing presentations, producing PowerPoint slides and other support materials for Executive and Senior leadership as requested.
- Utilizing discretion and maintaining confidentiality when handling sensitive agency, employer, employee and / or client information
- Managing correspondence, making copies, sending/receiving faxes, scanning documents.
- Assist in creating forms, writing communications and policy and procedures for Executive and Senior leadership as requested.
- Manage central purchasing for RMHC as an agency.
- Works on and assists with special projects/events or additional duties as assigned by Executive and Senior leadership
- Arrange travel accommodation as requested by Executive and Senior leadership for agency employees.
- Greeting guests, arranging for water, coffee, or food as appropriate.
- Performs other related duties as assigned
In this role, you are responsible for driving to the following outcomes & results:
- Calendar Management: Efficiently manage and coordinate Executive and Senior leadership calendars, scheduling meetings, appointments, and travel arrangements as requested.
- Communication Handling: Screen and prioritize emails, phone calls, and other correspondence, ensuring timely and appropriate responses.
- Meeting Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items as requested. .
- Document Preparation: Create, edit, and proofread documents, reports, presentations, and other materials as needed as requested.
- Confidentiality Maintenance: Handle sensitive information with the utmost discretion and always maintain confidentiality.
- Relationship Management: Serve as a liaison between the executive and internal/external stakeholders, fostering strong professional relationships. Manage central purchasing for RMHC as an agency
Qualifications/Competencies/Skills:
- Excellent Communication: Superior verbal and written communication skills to interact effectively with diverse audiences.
- Organizational Skills: Strong ability to multitask, prioritize, and manage time efficiently to handle various responsibilities.
- Attention to Detail: Keen eye for detail to ensure accuracy and quality in all tasks, from scheduling to document preparation.
- Problem-Solving Skills: Ability to anticipate needs, identify potential issues, and implement effective solutions.
- Interpersonal Skills: Strong interpersonal skills to build and maintain relationships with stakeholders at all levels.
- Confidentiality: High level of integrity and discretion in handling confidential information.
Education and Experience:
- Associate or Bachelors Degree in business administration or 5 years’ relevant experience as an Assistant.
- Minimum three years’ experience in general office responsibilities and procedures.
- Proficient in Microsoft Office Suite—Word, Excel, PowerPoint, and other programs.
Physical Standards:
- Ability to lift 15 pounds.
- Ability to climb stairs.
- Ability to sit for long periods at a desk, operate a keyboard
EOE/AA