Scope:

• Provide administrative support to the Chief Officer.
• Schedule, organize and prepare Officer for meetings, travel and conferences.
• Support and assist the corporate teams (or functions/projects) as required.
• Provide back-up support to Executives and Senior Assistants as needed.

Key Responsibilities:

Provide administrative support to the Chief Officer.

• Establish, develop, maintain and update filing system.
• Sort and distribute mail.
• Answer phones, take messages and field/answers questions.
• Act as a liaison with corporate divisions and outside agencies, including high-level staff such as CEOs, presidents, executives, and strategic partners.
• Handle confidential information appropriately.
• Proofread materials for spelling, grammar, and layout, making appropriate changes.
• Assist in special projects as needed.

Schedule, organize and prepare Officer for meetings, travel and conferences.

• Manage Chief Officer’s calendar, scheduling meetings as needed and prioritizing all meeting requests.
• Create and develop power point presentations.
• Ensure Officer has all materials required for meetings.
• Assist in preparing for Executive and Board meetings.
• Record accurate meeting minutes.
• Ensure availability of and cleanliness of meeting rooms.
• Prepare meeting rooms prior to scheduled meetings.
• Communicate with various staff on arrangements for accommodations.

Support and assist the corporate teams (or functions/projects) as required.

• Data entry into spreadsheets and CRM.
• Create and manage reports as needed.
• FoundationManage various foundation lists, including donor and volunteers.

Order and coordinate specialty books for specific programming.
Maintain Christmas ornament mailing spreadsheet and distribution.
Manage social accountability spreadsheet.
Manage Foundation work as it relates to HCBS scholarships.
Coordinate employee bereavement program.
Coordinate special mailings for the Foundation.
Order and coordinate items for programs/projects funded by the Foundation.

• Finance/AccountingAssist with licensures (i.e., Medicare).

Contract tracking and renewals.
Assist in managing car program.
Assist in managing company credit card program.
Use Finance and Accounting software to prepare reports.
Provide support to Accounting team on reconciling financial data.

• Sales and MarketingAct as super user and assist Marketing in managing intranet content.

First point of contact with e-store management.

• Strategy and Business DevelopmentManage strategic planning cycles for multiple organizations.

Ensure corporation strategic plan is up to date.
Assist with strategic plan development and work plans.
Work with responsible executives to ensure work plans are submitted in timely fashion.
Conduct/perform business development and research using various software.
Prepare presentations.
Coordinate business development projects for multiple organizations, ensure timelines are met.

Provide back-up support to Executives and Senior Assistants as needed.

• Provide support for other departments on special assignments as needed.
• Assist others on large projects.
• Provide back-up to other Assistants to cover for vacations and other time away from work.
• Serves as one of the main contacts and informs appropriate vendor of needed repairs of copiers, computers, printers and telephone system.

The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

Education and Experience Required:

• Associates degree in Office Management and/or related experience.
• Two years’ experience as an Administrative Assistant.
• Proficient in Microsoft products, including Word, Excel, PowerPoint and Outlook.
• Able to learn multiple software systems.
• Must possess strong organizational skills and able to adapt to a broad range of changing workloads, priorities and deadlines.
• Must maintain confidentiality.
• Must have a high attention to detail and ensure accuracy in all work.
• Must complete and pass a state required background study.
• Able to physically perform the duties required by the position.
• Required to have the ability to read, write and speak English well enough to communicate with staff, residents and visitors.

Reports To:
Chief Officer

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Alexandria, MN 56308: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative: 1 year (Preferred)

Work Location: One location

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