Executive Secretary-Administration, Support Services Center

Executive Secretary, Administration - 30 hours/week

SUMMARY

Under supervision of the Director, this individual provides administrative, technical and clerical support for the Library Director, the library's executive leadership team, and the library's Board of Control. The position requires broad knowledge of library strategy, operations and policy. The position exercises considerable independent judgment and demands broad discretion with handling confidential information.

REQUIREMENTS

Minimum Training and Experience

• Associate's degree or higher in Office Administration, Business Administration, Public Administration or a related field.
• Five (5) years of administrative experience, preferably in a government, nonprofit, or a library setting
• Experience working with executive leadership, governing boards, or committees

• Experience with preparation of reports, agendas, minutes and special projects.
• Strong project management skills with the ability to prioritize tasks and meet deadlines.

• Experience working with Executive Directors and/or Boards;
• Experience with records management.

1. Strong interpersonal skills, including both written and verbal communication required to communicate effectively with other staff, the Board and the public;
2. Excellent computer and technical skills;
3. Strong organizational skills including excellent attention to detail and time management demonstrated by ability to keep records, make reports, maintain files and organize and accomplish numerous and varied tasks;
4. Excellent project management skills.

1. Work independently;
2. Develop and maintain effective working relationships with Board of Control, Library's Leadership Team, Managers, staff and public;
3. Use tact and diplomacy, and professionalism;
4. Learn and become proficient in functions required to perform job duties, working effectively independently or as part of a team to complete tasks as assigned;

1. Supports the library's Board of Control, including legal requirements, notices, bylaws and policies management, requests for information. Acts as the Board's recording secretary for meeting minutes and action documentation.
2. Coordinates high-level, often sensitive and critical meetings and maintains calendar ensuring accuracy and timeliness. Manages logistics, including identifying and scheduling meeting space, arranging refreshments, and issuing of confirmation notifications to participants. Responsible for Board minutes, meeting agendas, memos, reports and emails to Board, staff and patrons.
3. Uses discretion in preparing and processing confidential materials.
4. Organizes and maintains office files and correspondence.
5. Uses various software packages including MS Word, excel, PowerPoint, Publisher, Adobe Acrobat Pro and other programs as needed.
6. Creates some budget documents for Board review and approval. Coordinates assembly of legally required budget data and updates budget narrative.
7. Maintains Board website, adding and removing information for Board of Control access.
8. Compiles and evaluates monthly statistics and submits statistical reports to the State Library and the Board.
9. Oversees, with assistance from Administrative Assistant, all travel for Library Board, including arrangement and payment of airfare, hotel reservations, registrations and other travel costs. Assures compliance with City and Library policies and procedures for travel.
10. Coordinates appointments for Director and others in the Administrative area as needed.
11. Assists Directors on various projects as needed.
12. Other duties as required.