Executive Assistant to CEO

POSITION DESCRIPTION

Title: Executive Assistant

Reports to: Executive Director

Location: Flexibility to have an office in Waseca, MN, or Marshall, MN.

Avg # travel days per month: 2

Purpose:

Provide proactive administrative support for the Executive Director, Senior Directors, Board of Directors and the Waseca or Marshall office.

Responsibilities

Provide support to the executive and senior directors. Provide professional support services for the executive and senior directors.

1. Support the executive and senior directors with logistic coordination, registrations, travel arrangements, time sheets, expense reports, meeting arrangements, schedule department events, office inventory, and other operational needs.

2. Assist with special projects and initiatives as assigned by senior staff.

3. Handle sensitive and confidential information with discretion and professionalism.

4. Network with stakeholder executive assistants.

5. Coordinate and arrange board meetings and events.

6. Prepare and distribute board meeting documents including agendas, board books, resolutions, and related documents.

7. Attend board meetings and record meeting minutes.

8. Assist board directors with expenses, conference registrations, event travel needs, and other needs as directed by the executive director.

Provides administrative assistance to the Waseca or Marshall office.

9. Directs visitors and coordinates office needs.

a) Process mail and shipments.

10. Processes expenses in coordination with the accounting team.

a) Review, edit and process board of director expense reports.

b) Process Waseca or Marshall office expenses.

11. Assists with communication activities.

a) Coordinate tradeshow registration.

b) Maintains contact information in the communications database.

c) Assists with shipping displays, products and related materials to staff for AURI events.

12. Perform other duties as assigned.

Qualifications

Required

1. Bachelor’s degree in business administration, communications, office management, human resources, psychology or equivalent area.

2. Proven 3 years of experience as an executive assistant or similar role.

3. Proficiency with Oracle NetSuite.

4. Demonstrated exceptional organizational and time management skills.

5. Strong written and verbal communication.

6. Exceptional customer service skills.

7. Accounting or bookkeeping skills.

8. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Teams)

9. Ability to prioritize tasks in a fast-paced environment.

10. Valid Driver's license and personal transportation.

Preferred

11. Experience in project management.

12. Experience writing business communications.

13. Experience in setting up meeting logistics.

14. Previous experience recording board minutes.

15. Tradeshow exhibit experience

Job Demands

Extensive sitting and typing on a keyboard.

Job Types: Full-time, Part-time

Pay: From $65,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Oracle NetSuite: 2 years (Required)
• Microsoft Excel: 2 years (Required)
• Executive Assistant: 3 years (Required)

Ability to Relocate:

• Waseca, MN 56093: Relocate before starting work (Required)

Work Location: In person