Executive Administrative Assistant​/Board Secretary

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.

• 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, work groups 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

All agency team members are expected to be technically competent and committed to continuous development of their skills. The following skills, knowledge and education or certifications are specifically required for this position:

• 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

$22.90 to $30.53 per hour.

At Michigan Works! Southeast, we are committed to supporting our employees' well-being and professional growth. We offer a comprehensive benefits package that includes:

• 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

Michigan Works! Southeast provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, marital status, veteran status, political affiliation or belief, physical or mental disability, genetic information, age, sexual orientation, gender identity, height, weight, or any other legally protected status in accordance with applicable federal, state and local laws.