Administrative Assistant - Executive

Description

MPD, Inc. is seeking a highly professional administrative expert to take on the role of Administrative Assistant to the President/CEO and executive team.

The administrative assistant plays a critical role in the day-to-day operations by keeping the executive offices organized and efficient. The administrative assistant supports the executive staff by handling various administrative functions. The assistant is responsible for clerical and organizational tasks like file organizing, scheduling appointments, assisting other staff members, drafting correspondences or messages, and answering phone calls.  The administrative assistant is critical in maintaining important corporate files, organizing the board of director meeting materials, and filing historic company documents and meeting minutes.

PRIMARY RESPONSIBILITIES

Administrative Support

• Provide comprehensive administrative support to the CEO and executive team, including calendar management, meeting coordination, and travel arrangements.
• Prepare and organize materials for meetings, including agendas, presentations, and both prospective and post-meeting minutes.
• Maintain a confidential filing system for sensitive documents and correspondence.
• Inputs and updates information in databases and spreadsheets.
• Use word processing and presentation software to create and edit documents.
• Research, compile, and summarize information for reports or presentations.
• Work with sensitive information observing discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensures that deadlines are met and adapts to changing priorities.
• Operates and maintains office equipment, including printers, copiers, and fax machines.

Board of Directors Support

• Coordinate and execute preparation for meetings, including scheduling, logistics(including room setup and catering), and documentation.
• Work with CEO, committee members, and executive staff members in the creation of meeting agendas.
• Record and distribute minutes of Board meetings and ensure compliance with governance protocols.
• Manage Board member communications and assist in on-boarding new members.

Communication

• Presents a positive and professional image for the organization.
• Serve as a primary point of contact for internal and external stakeholders, demonstrating professionalism and discretion.
• Draft and proofread correspondence, reports, newsletters, and other documents as needed.
• Answer phone calls, directs callers to appropriate personnel, schedules appointments, and assists clients and other visitors.
• Respond to emails and other digital queries and correspondence.
• Work closely with other administrative staff and support other colleagues as needed.

Project Coordination

• Support special projects and initiatives as assigned by the CEO and executive staff.
• Collaborate with other departments to ensure alignment with organizational goals.

Job Skills and Responsibilities

• Digital literacy and research skills, including the ability to analyze the reliability of information.
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) in the creation and editing of documents with tracked changes.
• Excellent written and verbal communication skills.
• Data management and entry skills, including maintaining and improving filing systems.
• Keep accurate records.
• Produce complex written communication pieces.
• Time management, multitasking, and flexibility.
• Strong organizational skills.
• Accuracy and attention to detail.
• Ability to work well under pressure and navigate multiple priorities, tasks and deadlines.
• Proactive approach to problem-solving and process improvement.
• Ability to work well independently and in collaboration with others.
• Event planning and coordination.
• High level of integrity and confidentiality

Qualifications

Education, Experience, and Licensing Requirements:

• Proven experience as an administrative assistant, preferably in a corporate environment.
• High school diploma or equivalent, associate’s degree a plus
• Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification is a plus

Work Hours and Benefits

The administrative assistant works consistent weekly hours in a clean and safe office environment. The typical shift is from 7:30 a.m. until 4:00 p.m., including a half-hour lunch.

• Qualified for most benefits on the first day of employment.
• Health Insurance
• Company-sponsored life and short-term disability insurance
• Additional life, spousal, and child life or life with AD&D insurance
• Vision and Dental
• 401K match up to 4% with automatic 5% employee contribution
• Great work-life balance with consistent work hours
• Weekends off and no travel
• Employee Stock Ownership Program – MPD, Inc. is 100% employee-owned.

Salary : $33,000 - $40,000