Executive Assistant

Executive Assistant

Job Location:

Duluth Entertainment Convention Center
- Duluth, MN 55802

Position Type:
Full Time

Salary Range: $21.00 - $26.00 Hourly

Job Shift: Day

Job Category:
Admin
- Clerical

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

• 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

• 1+ years of experience in an administrative role

• 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.

• 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 Word Press.
• Ensure accurate and up-to-date record keeping for all board documents.

• 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.

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.

None

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

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

• 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