Executive Assistant

ELKHART PUBLIC LIBRARY•Elkhart, IN

14d•$50,900 - $71,100•Hybrid

About The Position

The Executive Assistant provides high-level administrative and executive support primarily to the Executive Director. This position requires the exercise of independent judgment, discretion, and confidentiality while supporting complex scheduling, board-related processes, and sensitive communications in a public library environment. The role operates with minimal supervision and proactively anticipates and addresses administrative needs. The role is characterized by a high degree of trust, professionalism, and accountability.

Requirements

Three to five years of executive or senior-level administrative support experience.
Experience handling confidential information and supporting senior leadership.
Strong organizational and time-management skills.
Ability to exercise independent judgment and discretion.
Advanced proficiency with office technology, document preparation, and calendar management systems.
Ability to manage multiple priorities and meet deadlines.
Strong attention to detail and follow-through.
Ability to work effectively with parties representing organizational or community interests.
Excellent written and oral language and communication skills
Ability to read and comprehend written instructions and business correspondence, along with general business periodicals, professional journals, technical procedures and/or governmental regulations
Ability to write reports, business correspondence and procedural manuals
Ability to effectively present information and respond to questions from vendors, Library personnel, the Board of Trustees and the general public in one-to-one and group situations
Effective communication skills, including the ability to convey information verbally or through other means
Ability to perform tasks that may require visual and auditory acuity
Ability to remain in seated or standing position for prolonged periods
Ability to perform tasks that may require reaching, either independently or with assistance
Ability to occasionally perform tasks that may involve climbing, balancing, stooping, kneeling, or crawling
Ability to perform job duties in a variety of environmental conditions, which may include extreme fluctuations in temperature.
Ability to occasionally lift or move objects weighting up to 40 pounds

Nice To Haves

Spanish language proficiency
Governmental experience
Bachelor’s degree

Responsibilities

Manages the Executive Director’s calendar, meetings, deadlines, and competing priorities.
Anticipates administrative needs and proactively resolves scheduling, logistical, and coordination issues.
Serves as a gatekeeper for communications, requests, and information directed to the Executive Director.
Coordinates Board of Trustees meetings at the direction of the Executive Director, including preparation of agendas, meeting materials, and supporting documentation.
Formats, distributes, and maintains board-related materials in accordance with established timelines and standards.
Tracks action items and follow-up tasks resulting from Board, executive leadership, and MAC meetings and prepares meeting minutes, where appropriate, in accordance with established standards.
Handles confidential and sensitive information related to personnel matters, governance, legal issues, and strategic initiatives with professionalism and discretion.
Drafts, edits, and formats correspondence, reports, and communications on behalf of the Executive Director.
Coordinates with department heads, staff, and external partners to ensure timely and accurate information flow.
Assists with donor-related communications and coordination at the direction of the Executive Director, including correspondence, scheduling, and information support.
Maintains organized electronic and physical records, files, and document version control.
Manages shared drives and electronic records in accordance with records retention requirements.
Assists with special projects and initiatives as assigned by the Executive Director.
Follows established Library and personnel policy, procedures and work standards
Attends work regularly, on time, and as scheduled
Exhibits welcoming, helpful, positive and friendly behavior to all patrons, staff and guests at all times in all communications formats (verbal and non-verbal)
Maintains confidentiality of sensitive information
Regularly monitors Library communication venues including but not limited to employee email, staff bulletin boards and the intranet
Participates in meetings, conferences, continuing education, community engagement, and special projects as required by the Elkhart Public Library or as dictated by professional commitment
Addresses, or assists in addressing, issues and concerns related to the safety of Library staff and users as well as the security and maintenance of Library buildings and equipment