What are the responsibilities and job description for the Executive Assistant position at Kalamazoo Public Library?
Executive Assistant
Position Summary: Responsible for a wide range of administrative and executive level support for the library director and Board of Trustees under the direct supervision of the library director. This position serves as a member of the library's leadership team.
Duties and Responsibilities
Administrative support for Library Director
- Serves as a representative for the library director and acts as a liaison providing authoritative information, assistance, and advisement to library departments, outside constituencies, and the public.
- Uses discretion and independent judgment in management of the library director’s calendar, including scheduling and coordinating meetings, appointments, and travel.
- Prepares meeting agendas, documentation, and reports; takes and summarizes meeting minutes.
- Drafts and edits correspondence, memoranda, and announcements for staff and constituents; initiates and follows up on communications inside and outside of the library at director’s request.
- Maintains all official administrative library records.
- Conducts data gathering for reports, presentations, and various communications; creates recurring and miscellaneous reports for the library director upon request.
- Manages donor relations; provides oversight of donor database; creates and maintains appropriate documentation and correspondence.
- Provides administrative support for processing Freedom of Information Act (FOIA) requests as instructed by the director.
- Coordinates internal and external Leadership Team and Board of Trustee meetings and events to include facilities and catering arrangements, communications, and travel arrangements as needed.
- Provides administrative support for creation and management of grant proposals initiated by the director. Maintains record of provisions and requirements for grants system wide.
- Manages content pertaining to the Administration office and Board of Trustees on the library’s website and intranet site.
- Performs other duties as assigned.
Administrative support for Library Board of Trustees
- Serves as assistant to Library Board of Trustees as described in Board of Trustees Bylaws.
- Organizes, compiles, and distributes KPL Board of Trustee meeting packets; posts public notice of all regular and special meetings of the Board of Trustees; sends proper notice of all regular or special meetings to members of the Board.
- Creates and publishes a record of the proceedings of all regular and special meetings of the Board of Trustees.
- Drafts official correspondence for the Board of Trustees.
- Maintains all official records of the Board of Trustees.
- Maintains the Board of Trustee manual as directed.
- Manages Trustee memberships with ALA, MLA, and PLA.
- Coordinates Board compensation and reimbursements requests.
- Manages content on Board & Administration page on the library’s website.
- Performs special projects and other duties as prescribed by law or by action of the Board of Trustees.
Support for Administrative Office
- Manages library community rooms; reviews and recommends policy and procedures and trains library staff.
- Coordinates the distribution of the Sunday union staffing schedules.
- Participates in departmental meetings, library wide committees, and training opportunities
Minimum Qualifications
- Bachelor’s degree or equivalent work experience.
- Two- five years of progressively responsible administrative/office management experience supporting executive level management.
- Demonstration of strong written and oral communication skills.
- Excellent interpersonal skills and ability to build relationships with Board of Trustees, staff and patrons.
Physical demands and work environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this job, the employee is required to travel independently within the office and patron areas of the library and in the communities served. In the work environments described below, the position requires effective communication with others. Frequent computer usage and maintenance of stationary positions for desk work. May require transport of loads of up to 25 lbs.
Work environment: Work will be performed in an office environment, library spaces, and in the communities served. Local travel outside the library may be required. While performing the duties of this job outside of the library environment, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually low to moderate.
Schedule
40 hours weekly; Monday-Friday with some evenings required.
Salary
$44,657-$62,341 annually; Benefits to include medical insurance, fully paid dental, vision, LTD, life insurance and defined contribution retirement plan.
Completed employment application, resume and cover letter are required for consideration. Applications and additional information can be found at www.kpl.gov/jobs/ .
Applications due: Monday, June 17, 2024
Salary : $44,657 - $62,341
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