Executive Administrative Assistant

Description

About the Role

As a Partner in Wellbeing, the Executive Administrative Assistant provides high-level administrative support and coordination to the Executive Officer and Alluma Board of Directors while serving as an ambassador of Alluma’s Vision, Mission and Values. This role involves managing schedules, coordinating meetings, handling sensitive information, and acting as a liaison between executive leadership, staff, community partners and clients served. Expectations of this role is to be highly organized, professional, capable of managing multiple priorities with discretion and efficiency. Possess high-level problem-solving skills, the ability to decipher proactive and responsive communication, technology savvy to organize and convey information and strong interpersonal skills.

Essential Responsibilities

• Communication and Liaison
  • Serve as the primary point of contact between the executive and staff, clients, or other stakeholders
  • Relay important messages and updates to relevant parties
  • Maintain confidentiality and handle sensitive information with discretion
• Project Management
  • Assist in managing special projects, ensuring timely completion and adherence to objectives
  • Conduct research and compile information for reports or presentations
• Board of Directors Support (Alluma, NWA, Foundation)
  • Schedule board and committee meetings
  • Prepare agenda, minutes and applicable documents
  • Direct liaison between executive team and board members
  • Develops, implements and maintains current board calendar
  • Maintain required repository of key organizational documents in coordination with the Compliance Director
  • Manages executive succession and contingency plans
• Administrative Support
  • Manage the executive’s calendar, including scheduling and prioritizing meetings
  • Prepare and edit correspondence, reports, and presentations
  • Organize and maintain filing systems using Alluma determined technology and tools.
  • Assists in the development and maintenance of Alluma’s organization calendar of key events and activities
  • Screen and direct incoming calls and emails to the appropriate parties
  • Handles purchasing and maintenance of all general office supplies
• Meeting Coordination:
  • Schedule, prepare agendas, and coordinate logistics for meetings and events
  • Record and distribute meeting minutes when required
  • Ensure timely follow-up on action items and deadlines

• Conference, Training and Travel Arrangements:
  • Registration and tracking of conference and/or training attendance
  • Plan and coordinate domestic and international travel, including flights, accommodations, and itineraries
  • Prepare travel expense reports and manage reimbursements
• Leads, plans, and implements agency events and celebrations.
• Develop strong working relationships with senior management and administrative personnel for effective and smooth operations.

• Ensures that team members supervised are compliant with agency policy, procedure, and standards.
• Performs additional duties as assigned or requested

Qualifications

Position Requirements

Required Education, Certification, and Experiences

• High School Diploma or GED
• Post Secondary education preferred
• 1 year or more in an office environment using computers and telephones to carry out diverse administrative duties
• Must pass a criminal background check through MN DHS NetStudy.
• Valid driver’s license and insurable under the agency’s automobile insurance policy
• Free from substance use problems for no less than 2 years

Knowledge, Skills, Abilities, and Other Attributes

• Proven experience as an Executive Administrative Assistant or similar role. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools. 
• Excellent written and verbal communication skills. 
• Exceptional organizational and multitasking abilities. 
• Strong problem-solving skills and attention to detail. 
• Ability to work independently and prioritize effectively. 
• Discretion and confidentiality are critical in handling sensitive information. 
• Knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint, Microsoft Teams, Share Point, Zoom.
• Ability to multitask and finish assigned projects before deadlines are due.
• Skills in coordinating, following directions, and fulfilling special projects.
• Ability to maintain client confidentiality per the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Salary : $27 - $29