Job Description

Job Description

Job Description

This position has a starting pay of $21.21 per hour but may go up based on experience.

POSITION SUMMARY

The Executive Assistant performs a wide range of administrative activities for assigned officers of the organization, including the Chief Executive Officer, to facilitate efficient operations and support organizational processes.

1. Performs a wide range of administrative and support activities.
   1. Manages calendars, availability and meeting requests, and other scheduling tasks.
   2. Organizes and prepares for meetings including making location and virtual meeting arrangements, arranging food orders for meetings including meals, taking meeting minutes, and completing assigned follow-up steps.
   3. Reviews and prioritizes email, voicemail, and other correspondence, and responds or flags for other team member action as appropriate.
   4. Drafts, reviews, and sends communications on behalf of supported staff.
   5. Assists in the preparation of regularly scheduled reports.
   6. Coordinates travel arrangements and travel reimbursement processes.
   7. Coordinates corporate expense reporting processes.
   8. Completes recurring and one-time data entry processes.
   9. Maintains and optimizes document storage within corporate record-keeping systems.
   10. Supports special projects as assigned, including gathering quotes for services and contracts, transferring data and information between data sources etc.
   11. Performs ad-hoc requests, as assigned.
2. Carries out organizational processes with a special focus on the organization’s governance and membership needs.
   1. Supports scheduling, preparing for, and documenting governance and membership meetings including determining participating availability, making location and virtual meeting arrangements, drafting and gathering documents, arranging food orders for meetings including meals, tracking attendance, taking meeting minutes, and completing assigned follow-up steps.
   2. Maintains governance systems including the organization Board and committee portal system.
   3. Assists in creating and maintaining governance and membership documents and resources including board and committee rosters, election and appointment forms and records, charters, historical meeting information etc.
3. Performs general office administrative duties.
   1. Answers and directs phone calls to appropriate contacts.
   2. Manages the organization’s general email inbox and disseminates to appropriate contacts.
   3. Processes incoming mail by scanning and emailing, distributing physical mail to employee mailboxes, and logs checks received.
4. Coordinates mailings of packages and association material, as needed.
   Assists with the management of contracts/agreements as requested.
   1. Enters, distributes, and tracks contract documents from inception through contract term, using approved templates.
   2. Ensures appropriate storage of contractual documents and materials through Trident.
   3. Retrieves historical documents upon request.
5. Serves as a backup for other administrative support team members, as needed.

Knowledge of:

• Advanced knowledge of Microsoft Office.
• Practical knowledge of information management, e-mail management and privacy protection issues.

S kill/Ability to:

• Excellent organizational and interpersonal skills.
• Ability to be self-motivated and able to work autonomously.
• Ability to multitask with strong attention to detail.
• Ability to follow procedures and directions.
• Excellent time management skills and ability to prioritize work based on deadlines.
• Strong oral and written communication skills.
• Ability to accurately and thoroughly utilize office technology.
• Ability to work cooperatively and productively with others to achieve results.
• Type at least 65 words per minute.

Education/Experience:

• Requires High School Diploma, associate’s degree in business administration or similar preferred.
• 2-4 years of executive/administrative support experience in an office environment required. Experience in a membership organization or association environment preferred.

MPCA DIVERSITY, EQUITY, AND INCLUSION STATEMENT

MPCA is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion.

Our human capital is our most valuable asset. The collective sum of our individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work, represents a significant part of our culture, our reputation, and success.

We embrace and encourage our employee’s differences in age, color, ability ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, race, religion, sexual orientation, socio-economic status, veteran status, and in other characteristics that are both protected, and not protected by state or federal law.

We are committed to leading by example and maintaining an equitable and inclusive work environment built on mutual respect and integrity.

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