Executive Assistant

Job Description – Minnesota Deer Hunters Association

Job Title: Executive Assistant

Introduction:

MDHA Executive Assistant is responsible for MDHA executive operations by assisting the Executive Director via a range of administrative, clerical, financial, human resource and managerial tasks. Also, administering all raffle programs including Chevy Truck Raffle, Education Raffle and coordinate Forkhorn Camps and Directors.

Primary Duties and Responsibilities:

Executive Committee and Executive Board and Executive Director

• Work closely with Executive Director assisting with daily agendas, schedules and expectations for ED and staff.
• Oversee all Executive Committee meetings and Executive Board meetings.
• Creating and maintaining an MDHA Drive location for all meeting information.
• Preparing agendas with President and ED.
• Preparing documents for both Corporate and Executive Board meetings.
• Making meeting room and hotel reservations along with food arrangements.
• Connecting with Regional Directors on reports.
• Creating binders for ED and President of all materials for Corporate Board meeting.
• Proving input to staff and Board where necessary on MDHA meeting functions.
• Uploading all documents to the Drive for easy meeting access.
• Registering all chapters at Corporate Board meeting and submitting to Finance Director for invoicing.
• Assisting State Secretary with meeting minute proofing of all Executive Board and Executive Committee meeting and uploading to the Drive.
• Archiving all meeting minutes for auditors.
• Meeting with staff on Committee and Board meeting outcomes relevant to each position to carry forward tasks requested.
• Corporate Board Meeting weekend planning and preparation.

Leadership Awards

• Prepare and send nomination information for awards and distribute to chapter officers at Regional meetings in January.
• Collect and meet with staff on nominated Distinguished Service Awards and Youth Leadership Award nominations from all chapter officers. These awards are presented at the State Habitat Banquet each February.
• Order plaques for each winning Award winner. Different plaque for each Award category.
• Prepare bios for each winning candidate from nominations and calls made to officers who nominated them for more personal information and stories and give to State Habitat Coordinator to be read at presentation.
• Coordinate lodging and banquet reservations for all winners and two family members who will accompany them to the banquet.

Regional Meetings

• Choose date format for Regional Directors and coordinate date/time/location/food.
• Contact all Regional Directors for their choice of meeting date and time.
• Distribute finalized Regional Meeting calendar to Regional Directors, Executive Committee, Chapter Officers, members and staff.
• Prepare information for membership blast and Facebook posts about each Regional meeting.
• Add all Regional Meeting dates, times and locations to Google Events Calendar.
• Create Agenda with help of Executive Director and Executive Committee.
• Gather information on Board positions that will be up for election
• Prepare all documents needed and compile packets and registration sheets for each week’s worth of meetings.
• Work with Executive Director to coordinate meeting dates with hotel reservations.

Administrative Duties

· Chapter Banquet Dates

· Contact chapter officers and Regional Directors for their banquet dates

· Create Event Calendar to be used by all staff such as membership, merchandise, finance, etc.

· MDHA Google Events Calendar – update for each chapter meeting, banquet, events. Upload attachments if provided that include banquet forms, photos, event posters, etc.

· MDHA Board and Staff Christmas Party

· Make accommodations, party room reservations and meal planning with event center.

· Coordinate event agenda or function games with staff.

· Create and send out invitations with RSVPs.

• Create and order Staff and Executive Board Name Tags, Business Cards and any other requests.
• Distribute greeting and thank you cards and letters when requested.
• Open, stamp checks and distribute mail daily.

Education Raffle

• Choose program raffle items with help of Merchandise Coordinator and Education Committee.
• Apply for Gambling permit.
• Create raffle tickets and send to printer with requirements.
• Send out information to members/chapters and provide Merchandise Coordinator with information for updating the website.
• Check out/in all tickets and give information to Finance Coordinator.
• Maintain Education Raffle Ticket spreadsheet for auditors.
• Execute raffle drawing, contact winners and distribute prizes to all winners with Merchandise Coordinator
• Give information to Merchandise Coordinator to do FFL transfers where appropriate.
• Give raffle information to finance coordinator for permit report.
• Bullet Blast to all members with winners names.

MDHA Forkhorn Camps

• Staff member of Education Committee
• Work directly with camps to help coordinate camp event schedules to our members and chapters, scholarship information and design and update Forkhorn Camp brochures and schedules.
• Provide Chapter Officer Information to all camps.
• Answer questions on membership and Forkhorn Camp to members and public when called/emailed.
• Choose and send Forkhorn Camp Packets to each camp for each session.
• Query and gather Forkhorn Camp attendee’s information from all Forkhorn Camp Directors and give to membership coordinator for entering into data base for Forkhorn memberships.
• Plan and coordinate Annual Forkhorn Camp Director’s meeting plan and executing to ensure program requirements are being met and feedback is given.
• Create the Forkhorn Fun facts page within the Whitetales Magazine and update website.

Technology

• Super Administrator to Google Accounts for employees, Executive Board and Chapters.

· Oversee MDHA Drive storage, Executive Board Drive.

• Provide office technical assistance and answer questions and concerns regarding office hardware and software, phones systems, internet/networking.

· Website updates: gather updates for information/content from staff and Board and give to website master.

• Software orders for officers, staff and Board Members: Contact technology contract employee.
• Create and maintain virtual and conference call information and distribute when necessary.
• Create and send surveys system for valuable feedback.
• Ordering new equipment when needed. (Printer/copier, laptops, fax machine)

Day on the Hill – (When it Applies)

• Work with Executive Director and legislative lobbyist to plan and execute MDHA Day on the Hill by taking reservations, planning lunch and preparing materials for the day and reception.

Other Duties

• Assist with shipping department.
• Assist with warehouse stocking and organization.
• Coordinate with Merchandise Coordinator for warehouse inventory as needed.
• Coordinate with Merchandise Coordinator to maintain MDHA inventory catalog.

· Recruit new office staff by creating job postings, arranging interviews, participating in interviews, position and benefits offers in compliance with MDHA Employee Handbook.

· Train new staff by preparing documents needed for security systems, emails, office keys, etc.

· Update Corporate Bylaws: Resolutions and Amendments with Executive Director and President.

· Update Policies and Procedures with Executive Director.

· Update and Review Employee Handbook with Executive Director.

• Review and approve Membership voting strengths for Corporate Board meeting.
• Respond to chapter/member concerns when ED is unavailable or if needed via telephone, email and other avenues. Documenting all.
• Providing assistance to Executive Director as needed for meetings, presentations, events and other needs when necessary.
• Answering American Eagle Security Systems with questions, phone calls, and adding/deleting employees to the security system.
• Signing checks.
• Set up weekly staff meetings, agendas.
• Office hour door signs.
• Assist with answering phones and walk-in customers.
• Prepare and send information for awards.

Qualifications

• Proven experience as an Executive Assistant or in a similar administrative role
• Strong organizational skills and attention to detail
• Proficiency in Microsoft Office and Google Suite
• Excellent phone etiquette and communication skills
• Experience with calendar management and scheduling
• Ability to handle confidential information with discretion
• Familiarity with event planning and project coordination
• Basic bookkeeping and QuickBooks knowledge is a plus

To Apply:

Please send resume along with cover letter and three professional references to Executive Director, Jared Mazurek via mail at 460 Peterson Road, Grand Rapids, MN 55744, or via email at jaredmazurek@mndeerhunters.com (Subject: Executive Assistant) by April 18, 2025. Applications will be reviewed on a rolling basis, with priority given to early applicants.

Job Type: Full-time

Pay: $35,000.00 - $45,000.00 per year

Job Type: Full-time

Pay: $35,000.00 - $45,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $35,000 - $45,000