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Executive Assistant to the President & CEO

This job is no longer available

Employer
Augsburg Fortress
Posted
Thursday, February 27, 2014
Closes
Saturday, March 29, 2014
Location
Minneapolis, MN
Job Type
Employment Status

Further information

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

Augsburg Fortress