Posting Date:  11/24/2021
Job Title:  Executive Assistant
Salary:  $28.99 – $43.86/per hour
Entity:  PenMet Parks
Closing Date:  12/30/2021

Description:

PURPOSE OF POSITION: The Executive Assistant advances the mission of PenMet Parks by providing confidential administrative support to the Executive Director. Creates and implements communications strategies to advance the organization’s image and brand in the news media, on the website, and other written copy. Responsible for all administrative functions of the Board of Park Commissioners meetings. This position regularly engages with staff, the Board of Park Commissioners, and the general public.

Primary Duties

ESSENTIAL FUNCTIONS/RESPONSIBILITIES/DUTIES:
1. Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive.
2. Composes and compiles written correspondence, narratives, and reports as requested. Creates reports, charts, budgets, and other presentation materials.
3. Maintains the calendar and appointment schedule for the Executive Director.
4. Ensures documents and materials are ready and accessible in advance of meetings attended by the Executive Director.
5. Develops and maintains a project status and task list of the Executive Director’s activities.
6. Attends various administrative meetings, takes minutes, and ensures commitments, agreements and actions are completed.
7. Plans, schedules, and coordinates meetings and special events as requested by the Executive Director.
8. Responsible for all functions of Board of Commissioners meetings to include advertising meetings for the general public, sending meeting notices to Board members, attending monthly Board meetings, preparing and distributing Board materials, and coordinating annual training for Board members.
9. Facilitates and supports the coordination of Board of Park Commissioner meetings including setup, taking and distributing minutes, and providing proper notification of public meetings per regulations.
10. Assembles Board of Park Commissioner meeting packets, including agendas, minutes, resolutions, memos, contracts, presentations, and other materials.
11. Writes compelling, on-brand, short and long form content for all of the organization’s communications needs including the website, news releases, and all other communications platforms.
12. Plans and directs development and communication of information and activities designed to keep the public informed of the organization’s programs, accomplishments, and point of view.
13. Stays abreast of most current communications strategies, tools, and technologies.
14. Takes responsibility and ownership for successfully accomplishing work and the organization’s objectives and delivering results.
15. Ensures work is thoughtfully completed, accurate, and error free to the highest degree possible.
16. Supports an inclusive work environment that respects diverse ideas, backgrounds, and styles.
17. Performs other duties as assigned.

Qualifications

QUALIFICATIONS:

Required Experience:
• Five years’ experience with complex office responsibilities. This includes experience writing communications materials for internal and public distribution.

Required Education:
• Associate’s Degree or certificate from an accredited clerical school required.
• Two years of experience with complex office responsibilities may be substituted for required education.

Professional Licenses/Certifications: None.

Knowledge/Skills:
• Strong administrative skills to include answering multi-line phone, taking messages, typing, composition, and scheduling.
• Strong attention to detail and high level of accuracy.
• Handles sensitive situations and confidential information with professionalism and discretion.
• Demonstrates active interest in continual learning to enhance and apply new functional skills.
• Effectively applies a thorough knowledge of the organization and departmental policies, procedures, and regulations to all actions.
• Assesses the work to be performed and sets appropriate priorities and executes work within realistic time parameters.
• Collaborates and shares responsibility for decisions and monitors progress toward goals by establishing strong feedback channels.
• Ensures work is thoughtfully and professionally completed.
• Assesses situations proactively and effectively and takes initiative with minimal supervision.
• Works cooperatively and collaboratively with internal and external colleagues, the Board of Park Commissioners, contractors, partners, and the public.
• Possesses excellent written, listening, and verbal communication skills.
• Produces and delivers professional-quality reports.
• Provides high-quality, responsive, and personable customer service to a broad range of internal and external customers.
• Advanced proficiency in Microsoft Office and meeting management software (MuniCode). Proficiency with recreation software (ActiveNet) and accounting software (Springbrook) is preferred.

WORKING CONDITIONS AND PHYSICAL DEMANDS:
• Work is performed primarily in an office setting.
• Prolonged periods of time may be spent using a computer, telephone, and other office equipment.
• Physical requirements for this position include seeing, talking, walking, standing, bending, and carrying.
• This position requires sitting for long periods of time and walking and/or standing is only required occasionally.
• Ability to work a flexible schedule including some evenings and weekends.
• The position will occasionally be required to lift and carry up to 10 pounds.

Contact Information

Louise Tieman
ltieman@penmetparks.org

Links

Other Information