Executive Administrative Assistant/Board Secretary

Michigan Works! Southeast•Ann Arbor, MI

15h•Onsite

About The Position

The Executive Administrative Assistant is responsible for a wide range of high-level agency administrative and management support functions. This includes a variety of executive support tasks that are highly confidential and sensitive such as coordination and planning for meetings of the Workforce Board, Consortium Board, and leadership team. The Executive Administrative Assistant is responsible for obtaining, storage and retention of agency administrative documents including ensuring agency facilities have appropriate insurance coverage. The Executive Administrative Assistant works with the Executive Director to assist in several administrative supportive tasks for the Executive Director including email and scheduling. This position requires the ability to exercise good judgement in a variety of situations, the ability to maintain a balance among multiple priorities and excellent administrative skills. It also requires excellent communication and interpersonal skills and ability to provide information and services to a wide range of internal and external contacts. Knowledge of the Michigan Works! System and organization policies and procedures is preferred. Includes responsibility for executive office management as appropriate.

Requirements

Bachelor's degree in business administration, public administration, management, human services or related field. Equivalent related experience will be considered in lieu of a degree.
Three years of administrative experience, providing support to executive positions preferably in workforce development services or an equivalent combination of education and experience
Demonstrated proficiency with Microsoft Office Applications and knowledge of or willing to learn other applications and databases
Knowledge of applicable federal and state regulations with respect to employment and training programs preferred
Administrative experience in operation of state and/or federal programs preferred
Experience working with boards, councils, committees, and other public decision-making bodies including preparation of board documents, scheduling meetings and taking meeting notes
Experience working with community, public and non-profit organizations
Excellent verbal and written communication skills, and highly professional demeanor
Ability to multi-task and coordinate across multiple priorities in a fast-paced environment
Comfortable with working in a dynamic, complex environment impacted by shifting priorities and deadlines, and system change

Nice To Haves

Knowledge of the Michigan Works! System and organization policies and procedures is preferred.

Responsibilities

Schedule and assemble background materials for the Workforce Development Board, Consortium Board, and their committees; book the meeting venues and ensure that proper equipment and amenities are available for a successful meeting; ensure proper notice of meetings to comply with Open Meetings Act
Take accurate minutes of meetings and maintain the official records of all meetings
Schedule other meetings and events as requested, including staff meetings, workgroups and meetings with partners, contractors and the community
Provide administrative support to the Executive Office, including the Executive Director and Deputy Director
Responsible for maintenance of facility, liability and vehicle insurance
Manages the appropriate filing of all leases
Responsible for official record retention and destruction
Handle stress appropriately and interact well with others
Regular in person on site attendance
Other duties as assigned