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Executive Assistant

Van Buren County

Paw Paw, MI

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Administrative Management, Administrative Skills, Artificial Intelligence (AI), Bidding, Board Meeting, Business Administration, Calendar Management, Communication Skills, Credit Cards, Detail Oriented, Event Management, Executive Assistant Skills , Finance, Financial Liability, Flyers, High School Diploma, Human Resources, Insurance, Inventory Management, Legal, Microsoft Office, Newsletter, Organizational Skills, Physical Demands, Prepare Correspondence, Presentation/Verbal Skills, Printing, Public/Media/Press/Analyst Relations, Purchasing/Procurement, Risk Management, Social Media, Spreadsheets, Telephone Skills, Time Management, Travel Planning, Videoconferencing, Writing Skills
LOCATION
Paw Paw, MI
POSTED
7 days ago
Rate of Pay: 2026: $27.61 - $33.65 based on experience
JOB SUMMARY: Provide administrative services to the County Administrator Board of Commissioners and, as necessary, Executive Team (Directors of Finance and Human Resources).

ABILITIES, KNOWLEDGE, AND SKILLS:
  • Excellent written and verbal communication skills.
  • Strong software/technology skills including but not limited to CivicClerk, social media, webpage, Artificial Intelligence and video conferencing.
  • Ability to anticipate and initiate tasks.
  • Proficient using Microsoft Office and related applications.
  • Excellent time management and organizational skills.
  • Attention to detail.

PRINCIPLE DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
 
  1. Meeting Development
    • Prepare Board of Commissioner meeting packets utilizing an agenda setting software based on input from County Administrator, Board of Commissioners, Department Heads, Elected Officials, correspondence received, and issues/projects both in progress and recurring.
    • Coordinate, execute, and record all meetings for the Board of Commissioners.
    • Monitor list of Board of Commissioner appointments to outside agencies and place re-appointments/appointments on the appropriate Agendas.
    • Attend County Administrator meetings and other Executive Team member meetings as necessary.
    • Maintain the Board of Commissioners’ chambers and conference rooms.
 
  1. Administrative Assistance
    • Assist the public by answering telephone calls, receiving visitors to the County Administrator Office, and respond to inquiries, requests and concerns.
    • Assist County Administrator and Board of Commissioners with travel arrangements and processes travel and mileage vouchers.
    • Provide clerical support by preparing correspondence, reports, contracts, agendas, legal notices, spreadsheets, voucher payments, credit card receipting and other documents for the County Administrator.
    • Responsible for bidding, purchasing, and payment of all Administrative Services office supplies and printing needs
    • Processes Notary Bond applications and Renewals for County Employees.
    • Create and maintain complex templates, forms, flyers, charts, vouchers, policies and procedures to maximize efficiency.
    • Collect and distribute incoming and outgoing mail.
 
  1. Public Relations/Communications
    • Update and edit County Administrator and Board of Commissioners and webpages.
    • Maintain the schedule and calendar of events for the County Administrator and Board of Commissioners.
    • Draft and publish organizational communications utilizing a variety of channels including web, email, print, social media, newsletters and presentations.
    • Coordinate social events and other public relation activities.
 
  1. Risk Management/Legal Matters
    • Coordinate responses to Freedom of Information Act requests.
    • Point of contact for insurance and maintaining inventories of County resources.
    • Assist the County Administrator in management of risk, liability and legal matters.
QUALIFICATIONS / EXPERIENCE:
    1. Required: High School diploma; and five (5) years relevant experience.
    2. Preferred: Associate's degree in business administration, or related field; and/or more than five (5) years relevant experience.

OTHER REQUIREMENTS:
Employment is dependent on background check, criminal history, and drug screen. Applicant must complete County application form.

SUPERVISORY RESPONSIBILITIES:
Direct Reports:              None
Delegation of Work:       Not applicable
Supervision Given:        Not applicable
Reports To:                   This position reports to the County Administrator

WORK LOCATION AND PHYSICAL DEMANDS:
This position works in a typical office environment using standard office equipment such as telephone, computer, copier and fax machine. No hazardous or significantly unpleasant conditions (such as in a typical office).
 

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Van Buren County

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