Executive Assistant

Title
Executive Assistant

Hourly Wage
$21.00 - $26.00

Job Summary
The Executive Assistant will provide effective and efficient administrative support to the DECC's Executive Director and the Board of Directors.


Requirements and Competencies

• Ensure a high level of confidentiality
• Ability to prioritize competing tasks and manage time effectively
• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Proficient in Microsoft Office Suite including Outlook, SharePoint, Word, and Excel
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems
• Ability to work independently
• Ability to work productively under pressure and deadlines

Preferred Qualifications

• 1+ years of experience in an administrative role

Essential Functions (Reasonable accommodations may be made for individuals with disabilities.)

Support the Executive Director - 75%

• Manage the Executive Director's complex and demanding calendar including scheduling and meeting coordination.
• Serve as a calendar gatekeeper and general deputy of time, fielding internal and external scheduling requests and providing recommendations aligned with the Executive Director's priorities.
• Serve as a sounding board and confidant to keep the Executive Director well informed and help facilitate their decision-making.
• Handle highly confidential and/or sensitive company matters with discretion and tact.
• Provide support for meetings, internal events, and other staff functions as directed by the Executive Director.
• Research, draft, compile, format, edit, and proofread communications and documents under the direction of the Executive Director including but not limited to emails, spreadsheets, letters, and presentation materials
• Provide administrative support to the Executive Director for the reconciliation of credit card purchases, invoicing, and travel expense reimbursement.
• Provide administrative support for the management of company contracts including facilitating signatures, storage, and logging contracts in the contract library.

Support the Board of Directors - 20%

• Schedule and coordinate Board of Directors meetings, board committee meetings, and board events.
• Provide support to ensure board meetings run smoothly including but not limited to distribution of materials, meeting set up, and catering orders.
• Research, draft, compile, format, edit, and proofread board communications and documents under the direction of the Executive Director, Board Chair, and board at large including but not limited to emails, spreadsheets, letters, board packets, and presentation materials.
• Create and distribute board orientation materials.
• Communicate with Boards and Commissions Offices (Mayoral and Gubernatorial) to file and update regulatory documentation including, but not limited to: rosters, oaths of office, and resolution documents.
• Write and maintain meeting minutes for Board of Directors meetings.
• Maintain and update the board sections of the DECC website in WordPress.
• Ensure accurate and up-to-date record keeping for all board documents.

Administrative Support - 5%

• Make administrative purchases in alignment with organization policies.
• Manage office supply inventory and corresponding supply budget.
• Manage office printer contracts and devices.
• Maintain a high level of customer service with DECC employees, vendors, promoters, and visitors.
• Additional duties as assigned.

Schedule

This position is full-time, 40 hours per week, primarily Monday-Friday 8am-4:30pm. There could be a possible evening or weekend shift on occasion depending on events or activities.


Supervisory Responsibilities

• None

Work Environment

• Typical office setting, usually a quiet noise level, but can be very loud.

Physical Demands

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 20 pounds at a time

Eligibility Requirements

• Must be 18 years of age or older
• Successful completion of reference checks
• Successful completion of a background check
• Successful completion of a drug test, if applicable

Work Authorization/Security Clearance Requirements
The DECC uses USCIS Form I-9 to verify the identity and employment authorization of individuals hired for employment. On the form, an employee must attest to his or her employment authorization. The employee is required to present the DECC with acceptable documents evidencing identity and employment authorization at the time of hire. The DECC will examine the employment eligibility and identity document(s).
The list of acceptable documents can be provided by Human Resources.


At-Will Employment
This position is at will. This means if you are offered the position and accept, your employment with the DECC is for an indefinite period of time and it is subject to termination by you or the DECC, with or without cause, with or without notice, and at any time. Nothing in this job description or any other policy of the DECC shall be interpreted to be in conflict with or to eliminate or modify in any way, the at will employment status of this position.

The at will employment status of an employee of the DECC may be modified only in a written employment agreement with that employee which is signed by the Executive Director or the Chair of the DECC Board of Directors.

By your signature below, you acknowledge your understanding that your employment with the DECC is at will, and that nothing in this description is intended to constitute a contract of employment, express or implied.

EEO Statement
The DECC is an Equal Opportunity Employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualification and ability. The DECC does not discriminate in employment practices on the basis of age, color, disability, national origin, race, religion, sex, sexual orientation or any other characteristic protected by law. The DECC will follow any state or local law that provides greater protection. This policy is neither exhaustive nor exclusive. The DECC is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable laws.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with or without notice.

Uniform
Business casual

FLSA Classification
Non-Exempt


Type of Position
Full-Time

Type of Employment
At-Will


Department
Administration

Reports to
Executive Director

Benefits:

• Free parking
• Employee wellbeing initiatives
• Public Employee Retirement Account (PERA) - Pension Plan - with employer match
• Optional Minnesota Deferred Compensation Plan
• Free Employee Assistance Program
• Paid Vacation and Sick Time
• Health Insurance
• Dental Insurance
• Flexible Spending Account for Medical, Dental and Dependent Care
• Qualifying employer for the Federal Student Loan Forgiveness Program
• Paid Parental Leave
• Monthly bus pass bus reimbursement program
• More benefit details here: Benefits HERE

What is the DECC?

The Duluth Entertainment Convention Center (DECC) is a collection of ten venues hosting conventions, meetings, sports, arts, and entertainment right on the waters of Lake Superior in vibrant Canal Park. The DECC offers spectacular views of the Duluth Aerial Lift Bridge and excellent walkability.

Steps away from charming Canal Park and Downtown Duluth, guests enjoy shops, restaurants, and easy access to hotels. The Duluth Lakewalk and Bayfront Festival Park are just outside our doors.

Home to Duluth Superior Symphony Orchestra, the Minnesota Ballet, UMD Men's and Women's Bulldog Hockey, the Olympic gold-winning Duluth Curling Club, and the William A. Irvin floating museum / Duluth Haunted Ship, the DECC is the heart of regional entertainment.

Our commitment to sustainability means that all the events we host bring economic and environmental benefits to our city.

Mission:

We host events, create experiences, and drive our regional economy.

Values:

• Community
• Hospitality
• Excellence
• Fun