Executive Assistant

Fargo Park District; Fargo (ND); On-site; USD 50,000 - 70,000; Full time

Job summary

The Fargo Park District is seeking an experienced executive assistant to provide high level administrative support to the Executive Leadership Team. The role requires proactive problem solving, outstanding communication, and meticulous attention to detail, serving as the main contact between the Executive Director and the Park Board.

Responsibilities include coordinating calendars, arranging travel, preparing agendas, managing documents, and supporting special projects and events.

Qualifications

• Associates degree in office/business administration or equivalent administrative assistant work experience required.
• Minimum of 3 years of office administrative support experience preferably in a governmental setting.
• Executive Administration experience is highly preferred.

Responsibilities

• Coordinate and manage executive calendar, meetings, and travel.
• Screen and direct phone calls; manage emails and correspondence.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Organize travel itineraries, accommodations, and transportation.
• Create and format documents, reports, and presentations; maintain filing.
• Provide project management and support on special initiatives.
• Plan executive-level meetings and events, including catering.
• Maintain confidentiality and handle sensitive information.
• Process expense reports, budgets, invoices, and reimbursements.

Skills

Calendar management

Communication

Meeting coordination

Travel planning

Document management

Project management support

Event coordination

Confidentiality

Budget handling

Education

Associates degree in office/business administration or equivalent

Job description

This position will provide high level administrative support to our Executive Leadership Team. The candidate will be a proactive problem solver with exceptional communication skills and have a meticulous attention for details. They will act as the main point of contact between the Executive Director and the Park Board.

ESSENTIAL FUNCTIONS

Evaluation of this position is based primarily on performance of the following essential functions, which include, but are not limited to:

• Calendar Management: Coordinate and manage the schedule, including meetings, appointments, and travel arrangements.
• Communication: Screen and direct phone calls and distribute correspondence. Manage incoming and outgoing emails and ensure timely responses.
• Meeting Preparation: Prepare meeting agendas, take minutes, and follow up on action items. Ensure Executive team is well-prepared for meetings.
• Travel Arrangements: Organize and manage travel itineraries, accommodations, and transportation for both domestic and international trips.
• Document Management: Create, edit, and format documents, presentations, and reports. Maintain an organized filing system.
• Project Assistance: Assist in special projects, research, and compile data as needed. Provide project management support.
• Event Coordination: Plan and coordinate executive-level meetings, conferences, and events, including logistics and catering.
• Confidentiality: Handle sensitive information with the highest level of discretion and maintain confidentiality at all times.
• Financial Administration: Process expense reports, manage budgets, and handle invoices and reimbursements.

OTHER FUNCTIONS

Evaluation of this position may also be based on performance of the following other functions, which include, but are not limited to:

• Keeps direct supervisor promptly informed of key/significant issues or concerns.
• Carries out duties and responsibilities in a safe and efficient manner to maintain a safe work environment and surrounding area for oneself, co-workers and public.
• Updates and enhances own knowledge by involvement in continuing education for professional growth, i.e., attends relevant conferences, seminars, in-service trainings, and certification programs.
• Performs related duties as assigned or apparent.

Requirements

EDUCATION/EXPERIENCE

• Associates degree in office/business administration or equivalent administrative assistant work experience required.
• Minimum of 3 years of office administrative support experience preferably in a governmental setting.
• Executive Administration experience is highly preferred.

CREDENTIALS/LICENSES/CERTIFICATIONS

• Must possess a valid driver’s license.
• Become Notary Public within first year