Executive Assistant

Executive Assistant Lincoln, NE Job Details Full-time 6 days ago Benefits Health savings account Health insurance Dental insurance Paid time off Employee assistance program Vision insurance Professional development assistance Life insurance Retirement plan Qualifications Meeting minutes Record keeping Microsoft Excel Microsoft Outlook Procedural guides Process optimization Process improvement Executive administrative support Mid-level High school diploma or GED Policy & process development Team management Content development Organizational skills Microsoft Teams Purchasing Presentation creation Office management Managing executive calendars Travel scheduling Cross-functional communication Full Job Description The Executive Assistant serves as a valuable partner providing day-to-day support to the Executive Team and performing various administrative tasks for the organization as a whole, including supervision of the administrative team. This role requires an individual with exceptional organizational skills that excels in proactive calendar management, forward planning, and clear, effective communication. A primary role of the Executive Assistant is to coordinate the Board meeting process and serve as a liaison to NIFA's Board of Directors. Essential Job Functions Board Related Duties Coordinate all aspects of NIFA Board of Directors meetings, including but not limited to: Timely publication of legal notices Meeting agendas and board books with all necessary reports and relevant materials Meeting room setup, including drinks and, as applicable, food Concise, accurate written minutes within statutorily required timeliness Compilation of official board meeting file with all required documents Offsite meeting coordination, when applicable Posting of meeting information to the NIFA website Committee meetings, including distribution of agenda and meeting materials (and, as needed, support attending staff to ensure Committee meeting reports are up to date) Schedule Board book briefings prior to Board meetings Ensure compliance with public meetings laws for all Board gatherings Maintain organization and tracking of Board resolutions, policies, and other Board-related records Communicate effectively and professionally with members of the NIFA Board, providing sufficient advanced notice of agendas and meetings Assist in ensuring policy and statutory compliance by coordinating signatures, public hearings, notices, and required elected official consent Events and Travel Process meeting/conference registrations for staff and Board members Proactively make all necessary travel arrangements for staff (and Board, as relevant) with a focus on stewardship of financial resources Provide staff with support for meetings and events such as room reservations, lunch arrangements, amenities, note taking, and materials Coordinate with marketing on events and promotional materials as needed Administration and Process Actively participate in and contribute to achievement of NIFA's strategic objectives and departmental goals Communicate effectively with NIFA Executive Director, Exec Team, and staff in areas of responsibility Create and document procedures and processes to ensure consistent and accurate completion of job duties Coordinate and hold public hearings as requested by NIFA departments and outside entities, prepare minutes, and obtain elected official consent Monitor incoming public record requests to allow for timely response by the appropriate NIFA manager Suggest and implement process improvements Executive/Administrative Support Act with discretion and maintain confidentiality in all sensitive matters Timely and effectively schedule and coordinate meetings internally and with external partners Manage and maintain the Executive Director's schedule Provide administrative support to the Executive Director including preparation of presentations and ensuring presentations are completed and delivered as required Coordinate staff preparations for and track deadlines of various presentations and trainings Coordinate between departments and the Exec Team to maintain communication and meet deadlines Create, post, and monitor content on the Proteus Engage platform and other platforms as requested Provide administrative support to, and work cooperatively with, all departments as requested, including copies/handouts, mailings, report distribution, meeting scheduling, and other support tasks Manage and coordinate the activities of the Administrative Support Specialist, ensuring smooth operation of all office administration functions, and serving as the backup, ensuring adequate coverage of mail and the main telephone line and doorbell during NIFA's business hours. Manage administrative purchases, maintaining organized receipt records for financial compliance Coordinate signatures in accordance with organizational policy All other duties as assigned

Preferred Talents:

Ability to work independently on projects and work well under pressure, often with a short deadline Growth and innovation mindset Fiscally minded regarding travel and events Adherence to discretion and confidentiality in relationships with outside partners, staff and Board members Strong organizational skills and ability to perform and prioritize multiple tasks with excellent attention to detail Excellent interpersonal skills and the ability to build relationships with staff, Board members and external partners Strong work ethic with consistent and reliable attendance Proven ability to be a team player, a forward-looking thinker, who actively seeks opportunities to provide support for all departments in meeting their goals Proficient in Microsoft Office (Outlook, Word, Excel & Teams)

Qualifications :

High school diploma or equivalent, required Proficiency in Microsoft Office and other productivity tools Proven experience as an Executive Assistant or in a similar high level administrative role

Benefits:

Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person