Executive Assistant

Job Title:

Executive Assistant (Coordinator)

Department:

Workforce Services Location:

Hancock, MI - Supporting Region 1 (Upper Peninsula) Reports to:

CEO Wage:

Starts at $23/hour

Supervisory Responsibilities:

None Organization Overview:

UPward Talent Council, hereafter referred to as Upper Peninsula Michigan Works! (UPMW) is a driving force in the competitive world of workforce development and economic prosperity. UPMW serves the 15 counties of Michigan's Upper Peninsula.

Position Overview:

The Executive Assistant functions as the primary support person for the Chief Executive Officer (CEO) and the Board of Directors. This role coordinates, administers, and records the activities of multiple Boards' and has significant responsibility for official communications internally and externally.

Essential Job Functions:

Written and Oral Comprehension and Expression - The ability to read, listen and understand information and ideas presented through written and spoken words and sentences and to communicate information and ideas in writing and speaking so others will understand. Critical Thinking, Judgment and Decision Making — The ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Active Learning — The ability to understand the implications of new information for both current and future problem-solving and decision-making. Management of Personnel Resources — The ability to motivate, develop, and direct people as they work, identifying the best people for the job. Complex Problem Solving — The ability to identify complex problems and review related information to develop and evaluate options and implement solutions. Monitoring — The ability to monitor/assess performance of self, other individuals, or organizations to make improvements or take corrective action. Negotiation — The ability to bring others together and try to reconcile differences. Time Sharing — The ability to shift back and forth between two or more activities or sources of information. Driving — The employee must possess a current, valid driver's license and be able to travel within the UP.

Specific Job Duties:

Serve as point of contact and administrative assistant for the CEO. Serve as point of contact for the Workforce Board, Local Elected Officials (LEO) board, and career and educational advisory committee. Provide all necessary support at board meetings: book the room, organize meals, organize all postings and packets, and provide support during the meetings. Check a variety of organizational email inboxes and forward information appropriately. Maintain Policy Issuances spreadsheet information up-to-date and ensure all policy issuance information is communicated to the appropriate people. Accountable for all documentation related to state policy issuances including signatures from board chairs and CEO. Complete monthly and yearly paperwork associated with state requirements. Provide project management support for

UTC / UPMW

Governing Board and Workforce Development Board, and the Career Educational Advisory Council (CEAC). Gather board reports and required signatures, compile board packets and distribute on time, document appropriate meeting minutes, and record for retention. Post meeting minutes on time to UPMW website. Be knowledgeable and up to date on current board bylaws to assist with meeting all board requirements and responsibilities. Prepare logistics for board meetings, provide travel vouchers, and facilitate positive board member relations. Notify the public and understand related requirements in accordance with the Open Meetings Act. Provide administrative and project support to the CEO, and any other leadership members as instructed by the CEO. Maintain agency email inbox checking and responding to it regularly and organize information required by the state of Michigan and USDOL, track deadlines, and make submissions on time. Coordinate the Grants Committee and drive the team's work to meet Workforce Services and grant objectives. Interact daily with highly confidential and sensitive information. Provide information for data driven decision making and to support continuous improvement activities. Support committees, alliances, event planning, and other activities related to community relations and internal/external meetings. Draft a wide variety of documents and reports including business letters, state submissions, partner communications, internal documents, etc.

General Job Duties:

Model a positive communication style and customer service excellence. Uphold the highest standard of compliance, fiscal stewardship, and responsible use of resources. Coordinate and align activities with other department leaders to create a productive environment. Delegate and follow through to complete projects on time. Promote access to and use of all available Workforce Services resources. Maintain trusting relationships; uphold confidentiality and standards of professionalism in all activities. Use applications in the Microsoft Office Suite to advance work. Other duties as assigned.

Education/Qualification Preferences:

Bachelor's Degree preferred. 3+ years demonstrated administrative support and/or project management experience. 1+ years demonstrated understanding of Workforce Services. Comprehension of office management systems and procedures. Proficient with Microsoft Office and other standard applications. Exemplary planning and time management skills. Ability to multitask and prioritize daily workload. High level verbal and written communications skills. Discretion, confidentiality, and good judgement required. Impeccable integrity.

Status:

Exempt, full-time 32 hours per week with full benefits.

Expected Hours of Work:

Regular office hours (Mon-Thurs 8-5), occasional evening hours.

Travel Requirements:

Need for travel will vary.