Executive Administrative Assistant/Board Secretary

Executive Administrative Assistant/Board Secretary

Location: Michigan Works! Southeast - Ann Arbor, MI

Reports to: Executive Director

Supervises: N/A

FLSA Status: Full-time, Non-Exempt

Come Join Our Team! At Michigan Works! Southeast, we are the front lines of workforce development, meeting the talent demands of local employers and addressing the unique needs of the communities in Southeast Michigan. Serving Hillsdale, Jackson, Lenawee, Livingston, and Washtenaw counties, we are committed to delivering services that help businesses find skilled workers and provide a competitive edge for career seekers. By creating meaningful connections, we empower individuals to build a brighter future and support businesses in achieving their goals. If you are passionate about making a difference in your community and want to be part of a team that helps shape the future workforce, we invite you to join us. Together, we can create pathways to success for both career seekers and employers.

Job Summary

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.

Essential Duties and 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

Qualifications

• 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

Compensation

$22.90 to $30.53 per hour.

Benefits Offered

• Medical, Dental, and Vision Insurance
• Pay in Lieu of Health Insurance
• Short and Long Term Disability
• Retirement Benefit with a 4% Employer Match
• Generous Paid Time Off
• Paid Holidays
• Employee Assistant Program