Executive Assistant to the President & CEO

Location
Minneapolis, MN
Posted
Feb 27, 2014
Closes
Mar 29, 2014
Job Type
Employee
Employment Status
Full Time

PURPOSE

To provide assistance to the President & CEO, the Augsburg Fortress Board of Trustees, and members of the executive staff as needed.

KEY RESULT AREAS

Company & Executive Office

Meeting Coordination and Calendar Management:

  • Help maintain president’s and executive staff calendar, scheduling meetings and appointments as needed
  • Coordinate meeting times, distribution of materials, and announcements for all companywide meetings and any other meetings initiated by the president
  • Make travel and hotel arrangements as needed

Communication and Hospitality:

  • Model hospitality and professionalism inside and outside the organization
  • Assist with monitoring and managing various AF-related social media sites
  • Respond in the most professional manner to all internal and external customers via email, phone and print correspondence
  • Provide drafts of letters, blog posts, and other communications for the president and executive staff
  • Assist with creation of PowerPoint presentations for the president and executive staff
  • Send relevant All-User messages via email and/or post employee announcements on internal SharePoint site
  • Process any incoming mail and packages
  • Problem solve for internal and external customers

Reporting and Document Preparation:

  • Assist with development and management of Executive Office expense budget
  • Maintain up-to-date business files for the executive office
  • Create special reports as needed
  • Assist with market research to identify market segments and opportunities
  • Prepare and send Summary of Unit Activities and Digest of Board Actions to ELCA Office of the Secretary twice yearly for ELCA Church Council meetings
  • Prepare documents and reports for the ELCA Churchwide Assembly

Administrative:

  • Serve as organization archivist, setting standards for and managing data across the organization
  • Process invoices for payment and prepare any expense reports for the president’s and executive staff’s travel and entertainment expenses
  • Manage Iron Mountain archives and relationship
  • Assist other executives with administrative work as needed
  • Perform miscellaneous duties as assigned, including assistance to other teams

Board of Trustees (11-14 members, 2 advisors)

Meetings:

  • Arrange meetings and conference calls for the Executive Committee, Audit Committee, and Board Development Committee
  • Spearhead all necessary arrangements associated with Spring and Fall and December board meetings, including but not limited to the following:
  •  Hotel and catering arrangements: Contract maintenance, room set-ups, audiovisual/technology accommodation and all necessary transportation needs
  • Hospitality: preparation of room listings, field trips, training events, guest speakers, gifts and certificates, etc.
  • Develop and manage the budget related to board activities
  • Publish all meeting materials on board’s SharePoint site

General:

  • Maintain up-to-date print and electronic database and register of meeting minutes and agendas; keep records of correspondence, polices, initiatives, and board meeting materials, including resource books
  • Prepare and distribute meeting announcements, agendas, and other documents as required
  • Maintain board SharePoint site for full board and committees
  • Take minutes for board and committee meetings and teleconference meetings
  • Assist with nomination process preceding elections at churchwide assemblies (every 3 years) or upon resignation of a board member
  • Assist with meeting arrangements and orientation materials for all new board member orientations (every 3 years, or as needed)

JOB SPECIFICATION

Commitment to Augsburg Fortress Publishers Mission, Vision, and Values.

Desired education and experience:

  • Bachelor’s Degree, plus 3-5 years professional experience providing senior or executive-level support

Desired knowledge, skills, and abilities:

  • Strong technology skills being proficient in MS Office (Word, Excel, PowerPoint, SharePoint)
  • Expertise with establishing and maintaining complex archives of digital information
  • Comfortable with use of social media including, but not limited to Facebook and Twitter
  • Up to date with trends and developments within the field of office support, keeping in pace with technological changes and continually developing necessary skill sets
  • Excellent oral and written communication skills, being a highly profession in all communications
  • Ability to proofread with accuracy for grammar, spelling, and punctuation
  • Exemplary administrative and organizational skills, being able multitask and prioritize various projects to meet strict deadlines
  • Must be able to maintain a high level of confidentiality
  • Demonstrated sound decisions using good judgment with minimal supervision
  • Superior interpersonal skills, being able to keep a positive perspective and supportive attitude when dealing with an array of personality types