Office Coordinator/Executive Assistant

Job Description

Job Description

POSITION DESCRIPTION

Office Coordinator/Executive Assistant

MISSISSIPPI STATE PORT AUTHORITY

Department: Port Affairs

Position rated by: Executive Affairs Manager

Salary range: $45,000 - $65,000

Non-Exempt Position

Position rates: N/A

Position Summary: The Office Coordinator/Executive Assistant serves as the first point of contact for the Mississippi State Port Authority (MSPA) and as a key administrative resource to the executive office. This position is the primary backup to the Executive Affairs Manager (EAM) on board functions, both as standing support during board cycles and as full coverage during her absences, and as backup and overflow support on CEO executive assistance and travel coordination. They will provide travel coordination assistance to senior leadership, as directed, and administrative support to the COS/CAO, as needed. The position manages day-to-day office executive office operations, facilities and vendor coordination, meeting and event readiness, and the overall MSPA executive office visitor experience.

Essential Duties and Responsibilities:

• Works with the Executive Affairs Manager to create and deliver board meeting documents, including agendas, abstracts, packets, and notices.
• Transfers approved board meeting minutes to the official minute book and safeguards the integrity of the record.
• Provides full coverage of Executive Affairs Manager responsibilities during planned and unplanned absences, ensuring continuity of board operations and executive office functions.
• Provides backup executive assistance and travel coordination for the CEO during the Executive Affairs Manager's absences and as overflow during periods of high volume.
• Maintains strict confidentiality on executive matters and handles confidential and sensitive matters with appropriate discretion.
• Acts as first point of contact for the MSPA representing in a professional manner; greets and directs visitors, answers and screens incoming calls, and relays messages with sound judgment and discretion.
• Maintains a clean, organized, and welcoming reception and lobby area.
• Manages switchboard; maintains/updates phone lists and trains new employees on the phone system.
• Coordinates lobby security for special visitors, including advance notice, signage, and pre-arrival preparation; issues, collects, and returns visitor badges.
• Posts notices of meetings, holidays, and other events in the lobby and online, as necessary.
• Ensures the executive suite and shared common areas are prepared and presentable each morning, including coffee service and other routine readiness tasks.
• Prepares the board room and conference rooms in advance of board meetings, business meetings, and other events, including refreshments, materials, room setup, and audio/visual equipment; assists in the coordination of Port-hosted events; manages conference room calendars.
• Oversees the organization and ordering of supplies for the stock room.
• Manages incoming mail, including sorting, opening, date-stamping, and timely distribution; maintains the postage meter and monitors balance; prepares and maintains the daily register of checks and invoices.
• Provides executive support to the Chief of Staff/CAO as needed, including occasional scheduling assistance, ordering, document proofreading and handling, and travel coordination.
• Provides travel coordination assistance to members of the senior leadership team as directed by the EAM or the COS/CAO.
• Acts as the primary contact for building maintenance and facilities-related concerns; maintains Port parking garage space assignments.
• Serves as first-line contact for minor IT software and hardware issues; liaises with IT support and elevates technology issues to the COS/CAO as necessary. Supports special IT projects as assigned.
• Manages contracts for office equipment (copiers, postage meters, telephone systems) and serves as liaison for telephone and internet service providers.
• Performs additional special duties to support the executive office and Port Affairs team, as assigned.

This job description is not designed to cover or contain a comprehensive list. Duties, responsibilities, and activities may change at any time without notice.

Knowledge Skills and Abilities:

• Excellent communication and interpersonal skills, with the ability to represent the Port professional and build effective working relationship with executives, board members, vendors, and the public.
• Advanced proficiency in Microsoft 365, including Outlook (calendar, mail scheduling), Word, Excel, TEAMS, and SharePoint preferred.
• Comfort and confidence with technology, including a willingness to learn and adopt new tools, systems, and software as the Port’s technology environment evolves.
• Ability to serve as first-line contact for routine office technology issues, including basic trouble-shooting of phones, printers, computers, and common software, and to coordinate effectively with IT support on more complex matters.
• Strong organizational andtime-management skills, with the ability to manage multiple priorities andcompeting directionin a fast-paced environment.
• Self-directed, with sound judgment and discretion in handling confidential and sensitive information related to executive, board, and personnel matters.
• Demonstrated adaptability and openness to new processes, evolving responsibilities, and changing priorities.
• A proactive, professional, and collaborative attitude, with the ability to work effectively both independently and as part of a team.

Qualifications and Experience:

• Associate’s degree in administrative office technology, business management, or another related field preferred. Relevant experience and/or certifications may substitute for education requirement.
• Five years of progressively responsibly administrative experience preferred, with at least two years directly supporting senior leadership, executive offices, or board operations.

Other Requirements:

• Mississippi Drivers License
• Ability to obtain a federal Transportation Worker Identification Card (TWI) within 30-days of employment.
• Must pass pre-employment drug screening.

Physical Demands and Work Environment:

While performing the duties of this role, the employee is regularly required to sit for extended periods, communicate effectively, and use hands for typing and handling documents. The role may occasionally require walking, standing, reaching with hands and arms, and bending. The employee may occasionally need to lift or move items up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The work is performed in a professional office setting. Noise levels are generally moderate. On occasion, the employee may be exposed to varying temperatures when entering or exiting the building or assisting guests.