Goodwill Industries Vocational Enterprises Inc Hiring for Executive Assistant Job at Duluth, MN Full Time

The Executive Assistant provides executive support in a one-on-one working relationship with the President and CEO. The Executive Assistant serves as the primary point of contact for external and internal customers on matters pertaining to the Office of the President and CEO and also serves as a liaison to the board of directors. The Executive Assistant manages the Administrative Assistant and coordinates executive outreach and external relations efforts and oversees special projects. They must be creative and enjoy working in a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. They must also have the ability to exercise good judgment, have strong written and verbal communication, administrative, and organizational skills, and have the ability to maintain a realistic balance among multiple priorities including handling a wide variety of confidential matters with discretion.
Duties and Responsibilities:

• Maintains and organizes office files (including interoffice, interagency, and outside agency contracts and correspondence). Maintains President and CEO manuals, regulations and processes, assuring that all are kept current and available at all times.
• Schedules conferences and meetings; transcribes minutes (if requested) and assures appropriate distribution.
• Coordinates travel arrangements including reservations and transportation arrangements.
• Ensures all visitors are received courteously, provided with the necessary information, and given assistance as needed. Screens telephone calls, personal visitors and incoming mail for the President and CEO.
• Organizes the CEO’s Outlook calendar, keeping records of appointments, conferences, and other scheduled activities; assures that they are aware of appointments.
• Provides information and administrative services to the public and other agency personnel and follows-up on issues per the President and CEO’s direction.
• Serves as the President and CEO’s administrative liaison to the board of directors.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Drafts various correspondences.
• Provide support, guidance, and supervision to the Administrative Assistant.
• Any other task delegated by the President and CEO.

Required Skills and Abilities:

• Considerable working knowledge of applicable administrative policies and operating practices of the Agency’s Board of Directors and President and CEO’s Office.
• Skills to effectively perform public relations services and provide accurate and timely response to constituent issues and requests.
• Skill to complete administrative support assignments and make effective work decisions requiring considerable direction.
• Ability to effectively interpret and apply administrative procedures, practices and regulations relating to the duties of the position, and answer routine requests for information on agency services and administrative policies.
• Skill to prepare and edit written records and reports.
• Ability to establish and maintain effective working relationships with public, other agency staff and co-workers.
• Ability to handle and respond to confidential and sensitive information with poise, tact and diplomacy.
• Possesses a proactive organizational ability, requiring little to no external prompting.
• Ability to produce accurate documents in a timely manner, requiring little corrective action.
• Effective communicator with strong written and verbal communication skills.
• Proficient computer skills; working knowledge of MS Word, Excel, PowerPoint and Outlook.
• Strong communication skills; both written and oral.
• Strong listening skills; ability to seek facts without involving emotion.

Education and Experience:

• Graduation from an accredited college with an Associate’s degree in administrative assistant, business administration, public administration or related field; AND two (2) years of full-time, paid experience in a lead administrative support function, or
• Six (4) years of full-time paid experience in an administrative support function, two (2) of which must be in a lead worker capacity.
• Prior experience operating within a highly confidential position (required).
• Prior experience working with non-profit entities to include Board of Directors and/or in a leadership role desired.

Physical Requirements:
These work environment factors are general in nature: CONSTANT: Work with others and work inside. FREQUENT: Near vision; visual accommodation; hearing within 5 feet and up to 20 feet; use of fingers; sit; talk/speak; and customer/public contact. OCCASIONAL: Lift and carry up to 10 pounds; midrange vision; grasp; handle; move about; reach; stand; static neck position; work alone and with others.
All positions are subject to a background check.

Job Type: Full-time

Pay: $43,000.00 – $45,000.00 per year