Executive Assistant - Human Rights - FT

City-of-South-Bend,-i; South Bend (IN); On-site; USD 47,000 - 57,000; Full time

Job summary

City of South Bend in Indiana is seeking an experienced Administrative Assistant to provide high-level support to the Executive Director. You will manage schedules, prepare board meeting materials, and coordinate communications with internal staff and external partners.

The role requires excellent organizational skills, confidentiality, and a proactive, customer-focused approach. A 2-year degree is preferred, with 3–5 years of executive support and proficiency in Word, Excel, PowerPoint, and

Qualifications

• Associate's or Bachelor's degree preferred, or equivalent combination of education and experience.
• Minimum of three to five years of executive legal administrative or executive support experience.
• Exceptional organizational, written, and verbal communication skills.
• Exhibits exceptional attention to detail, with a consistent focus on accuracy, completeness, and quality.
• Demonstrated ability to handle sensitive information with professionalism and confidentiality.
• Experience in a government or public sector environment a plus.
• Ability to obtain State of Indiana Notary Commission within the 3 months of employment.
• High level of proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Manage schedules for the Executive Director including meetings, public appearances, receptions, ceremonial events, speaking engagements and travel arrangements.
• Prep for monthly Commission Board meetings. Take meeting minutes at board meetings. Assist with staff meeting preps and setups.
• Prepares correspondence, reports, presentations, and other documents on behalf of Executive Director.
• Cross-train to backup the Intake Coordinator position and serve as department notary.
• Screens and prioritizes communications, including phone calls and email.
• Tracks action items and follows up to ensure timely completion. Serves as a liaison between the executive and internal departments, elected officials, community partners, and the public.
• Supports special projects and initiatives as assigned.
• Assist in preparation of PowerPoint presentations.
• Responsible for arrangements for Department’s workshop setups and special events.
• Coordinate office equipment needs, supplies, purchases and maintenance.
• Maintain a clean, orderly office environment.
• Maintain a positive attitude and consistent performance.
• Manage time, make sound decisions and work independently.
• Follow directions and relay work progress in an effective manner.
• Perform other duties and assume other responsibilities as apparent or assigned.

Skills

Public communication

Relationship building

Prioritization

Deadline management

Tact & diplomacy

Interpersonal professionalism

Education

Associate/Bachelor degree preferred

3–5 years executive admin experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

Job description

Ready to join our team? We’d love to meet you!

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• Location 215 S. Dr. Martin Luther King, Jr. Blvd,Suite 200,South Bend, IN, 46601-1830,United States
• Base Pay $52,000.00 / Year
• Employee Type Full Time/Non-Exempt
• Required Degree 2 Year Degree

Description

POSITION SUMMARY: Provides high-level administrative and organizational support to Executive Director. Serves as a key point of contact for internal and external stakeholders, managing information flow, scheduling, and special projects with confidentiality and professionalism.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage schedules for the Executive Director including meetings, public appearances, receptions, ceremonial events, speaking engagements and travel arrangements.
• Prep for monthly Commission Board meetings. Take meeting minutes at board meetings. Assist with staff meeting preps and setups.
• Prepares correspondence, reports, presentations, and other documents on behalf of Executive Director.
• Cross-train to backup the Intake Coordinator position and serve as department notary.
• Screens and prioritizes communications, including phone calls and email.
• Tracks action items and follows up to ensure timely completion. Serves as a liaison between the executive and internal departments, elected officials, community partners, and the public.
• Supports special projects and initiatives as assigned.
• Assist in preparation of PowerPoint presentations.
• Responsible for arrangements for Department’s workshop setups and special events.
• Coordinate office equipment needs, supplies, purchases and maintenance.
• Maintain a clean, orderly office environment.
• Maintain a positive attitude and consistent performance.
• Manage time, make sound decisions and work independently.
• Follow directions and relay work progress in an effective manner.
• Perform other duties and assume other responsibilities as apparent or assigned.

KNOWLEDGE/ABILITY

• Ability to communicate with the public with a focus on positive customer service
• Ability to establish effective working relationships with others
• Proven ability to manage competing priorities tasks in a fast-paced environment.
• Ability to manage conflicting deadlines, exercise sound judgment, and apply mature problem-solving skills across diverse situations.
• Ability to exercise tact, professional judgement, poise and diplomacy in challenging or stressful situations, while maintaining flexibility and a positive approach.
• Exhibit professional demeanor and strong interpersonal skills

EDUCATION / QUALIFICATIONS

• Associate's or Bachelor's degree preferred, or equivalent combination of education and experience.
• Minimum of three to five years of executive legal administrative or executive support experience.
• Exceptional organizational, written, and verbal communication skills.
• Exhibits exceptional attention to detail, with a consistent focus on accuracy, completeness, and quality.
• Demonstrated ability to handle sensitive information with professionalism and confidentiality.
• Experience in a government or public sector environment a plus.
• Ability to obtain State of Indiana Notary Commission within the 3 months of employment.
• High level of proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. SharePoint experience is a plus but not required.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver's license required.

EQUIPMENT:

Landline and Cell Phones; Scanner; Desktop and Laptop Computers; Fax Machine; Copier.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk and talk or hear. The employee is occasionally required to walk, use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT:

Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate. The entire office is smoke free.

UNION AFFILIATION:

N/A

REQUIRED:

• Driver's License
• Pre-Employment Drug Screen
• Employee Background Check

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at-will employer.

Requirements

Essential Duty: Uphold Core Values

All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:

• Excellence– Deliver high-quality service and strive for continuous improvement.
• Accountability– Take ownership of responsibilities and outcomes.
• Innovation– Seek creative solutions and embrace new ideas.
• Inclusion– Promote a respectful, equitable, and welcoming environment.
• Empowerment– Support and encourage others to grow and succeed.

This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service. These values shape our culture, inform our decisions, and inspire our work every day.

Summary

Equal Employment Opportunity & Diversity Statement

The City of South Bend is an equal opportunity employer. We do not discriminate or tolerate harassment based on race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. Employment decisions are based on qualifications, merit, and organizational needs. We value and celebrate diversity and are committed to fostering an inclusive workplace for all employees.

Additional Information

• Division Legal - Human Rights Commission
• Schedule M - F 8 am - 5 pm (some evenings)