Executive Administrative Assistant

Paycom - ATS; Minnesota; On-site; USD 45,000 - 65,000; Full time

Job summary

Paycom - ATS in Minnesota seeks an Executive Administrative Assistant to support the CEO and Board of Directors in daily operations of the school district, handling confidential documents, preparing reports, agendas, minutes, and communications.

You will organize board meetings, coordinate materials, monitor deadlines, manage travel, and liaise with staff, public agencies and stakeholders, ensuring timely and compliant administration.

Qualifications

• Operate standard office equipment and software applications.
• Plan and manage projects and events for the CEO/Board.
• Prepare and maintain accurate records and documents.
• Demonstrate discretion with confidential information.

Responsibilities

• Organize Board meetings, record minutes, and coordinate materials.
• Prepare complex documents, agendas, and reports per guidelines.
• Coordinate various projects/events for the CEO/Board in a timely manner.
• Schedule activities, travel, and meetings for executives and board members.

Skills

Office management

Project planning

Record keeping

Communication

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Calendar scheduling tools

Job description

POSITION TITLEExecutive Administrative AssistantDEPARTMENT:AdministrationREPORTS TO:Chief Executive OfficerPurpose StatementThe job of Executive Administrative Assistant is done for the purposes of supporting the Chief Executive Officer and Board of Directors in the daily operation of schools; providing a wide variety of complex and confidential administrative and secretarial support; analyzing requests and providing recommendations for action; communicating information on behalf of the CEO and the governing board to its staff, other schools, and public agencies.This job reports to Chief Executive Officer.Essential FunctionsAttends and organizes Board meetings, public meetings and work sessions for the purpose of providing information, recording minutes; coordinating materials distribution and/or supporting the needs of attendees.Compiles data from a wide variety of diversified sources (e.g. staff members, Board of Directors, community organizations, government agencies, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.Composes a wide variety of complex materials (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.Coordinates a wide variety of projects, activities and/or events for the CEO and Board for the purpose of completing activities and/or delivering services in a timely fashion.Monitors a variety of activities on behalf of the CEO (e.g. Board procedures, public relations issues, meeting arrangements, account balances, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.Organizes the work activities within the office for the purpose of monitoring progress, and ensuring completion within established guidelines.Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.Represents the Office of the CEO in the CEO's absence for the purpose of addressing matters that require immediate attention.Researches a variety of topics (e.g. current practices, policies, education codes, board agenda items, parental complaints, legal updates, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for CEO, other administrators and/or Board Members.Other FunctionsPerforms other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.Job Requirements: Minimum Qualifications Skills, Knowledge and AbilitiesSKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records; and utilizing delegated authority.KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: school district operations and philosophy; concepts of grammar and punctuation; and business telephone etiquette.ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize a variety of job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with constant interruptions; and working with detailed information/data.ResponsibilityResponsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to significantly impact the organization’s services.Work EnvironmentThe usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 20% walking, 10% standing. The job is performed in a generally hazard free environment.Experience: Job related experience with increasing levels of responsibility is required.Education: Targeted, job related education with study in job-related area.Required TestingNone SpecifiedCertificates and LicensesNone SpecifiedContinuing Educ. / TrainingNone SpecifiedClearancesCriminal Background ClearanceFLSA StatusNon-Exempt