Executive Assistant Position Available In Hinds, Mississippi

Executive Assistant AccelerateMS Jackson, MS 39206

JOB TITLE:

Executive Assistant

FLSA STATUS

Exempt REPORTS to: Chief Operations Officer

LOCATION

Jackson, MS

SALARY RANGE

$40,000-$60,000

Effective Date:

July 16, 2025

SUMMARY:

The Executive Assistant provides high-level administrative support to the Chief Operations Officer and Executive Director, ensuring smooth day-to-day operations. This role manages the Executive Director’s schedule, coordinates communications, organizes meetings and events, and handles various administrative tasks. Serving as a liaison with internal teams, external partners, and the State Workforce Investment Board, the Executive Assistant plays a key role in advancing organizational goals through professionalism, attention to detail, and strong organizational skills.

ESSENTIAL JOB FUNCTIONS

Executive Support:

Manage the Executive Director’s calendar, travel, expenses, and correspondence. Coordinate travel logistics, submit authorization forms, and reconcile expenses in compliance with policies. Plan and execute internal and external meetings, including agendas, materials, and logistics. Serve as the first point of contact for the office, engaging with senior leadership, staff, and external partners. Support the COO in organizing office operations and meeting logistics. Track project timelines and deliverables aligned with strategic goals. Maintain confidentiality and professionalism in all responsibilities. State Workforce Investment Board (SWIB)

Board Support and Liaison:

Act as the primary liaison between the Executive Director and SWIB, ensuring clear communication and follow-up on strategic priorities. Coordinate logistics for SWIB meetings and events, including scheduling, agendas, materials, and documentation. Prepare and distribute official board materials in compliance with bylaws, open meetings laws, and state policies. Track board membership and support onboarding for new members. Maintain accurate records of board actions and communications to ensure transparency and compliance. Serve as a point of contact for SWIB-related inquiries and procedural guidance.

Senior Management Liaison:

Supports the Leadership Team as an adjunct member by coordinating meetings, agendas, and deliverables with the Executive Director. Organizes in-office meetings and staff functions. Handles general office tasks including printing, mailing, copying, filing, and maintaining office supplies. Acts as the primary contact for building maintenance, coordinating with property management to resolve issues promptly. Manages purchasing accounts under the Chief Operations Officer’s supervision. Oversees staff agreements and records, including handbook acknowledgments and contact details. Tracks catering purchases, receipts, and related documentation. Maintains organized records of contracts, grant proposals, and procurement documents.

Mississippi Horizons Conference Planning and Coordination:

Lead logistical and administrative planning for the annual conference in coordination with the COO and Senior Leadership. Manage timelines, vendors, venue logistics, registration, speakers, and promotional materials. Oversee on-site or virtual execution, including signage, catering, materials, and attendee experience. Collaborate with leadership to align event content with organizational and workforce goals. Assign and communicate staff roles to ensure smooth event operations. Track milestones, manage sponsorships and invoicing, and ensure compliance with financial procedures

KNOWLEDGE, SKILLS & ABILITIES

Strong written and verbal communication skills for clear reporting, task delegation, and professional stakeholder engagement. Excellent interpersonal skills with a focus on collaboration, accuracy, and attention to detail. Proven ability to manage multiple priorities under pressure while exercising sound judgment, discretion, and confidentiality. Proficient in Microsoft Office (Excel, Word, Outlook), Adobe, and other tools for document preparation and communication. Tech-savvy and adaptable in using various platforms to support operational efficiency. Self-motivated with the ability to work independently and as part of a team to achieve shared goals.

EDUCATION AND EXPERIENCE REQUIREMENTS

Minimum of 3 years of experience in office support or project management roles, or equivalent experience. Completion of aligned educational programs is preferred but not required.

Job Type:

Full-time Pay:

$40,000.00 – $60,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Schedule:

8 hour shift People with a criminal record are encouraged to apply

Work Location:

In person