Job Description

Position Summary

This position provides executive-level support to the Executive Director—the chief executive who leads the organization—as well as to the Human Resources & Learning Director, the Board of Directors, and its subcommittees.

Salary :  $38.00 - $46.50 Hourly

Application Instructions:

Please include a cover letter with your application that highlights:

• What interests you about this position
• Why you are interested in working for the League of Minnesota Cities.

Essential Job Duties:

• Provides executive level support to the Executive Director and Human Resources & Learning Director:
• Responsible for conserving executive level leadership time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information and initiating, prioritizing and managing email and other communications such as scheduling meetings, handling travel arrangements, tracking expenses, drafting and finalizing communications, and designing and implementing processes
• Maintains executives’ complex appointment schedules by planning, scheduling meetings, conferences and managing calendars, proactively reviewing calendars and anticipating potential needs; Process, resolve and prioritize complex questions, concerns, and information to Board of Directors, Leadership team, and League staff via telephone, email, U.S. mail and in person
• Maintains confidentiality and confidence by protecting sensitive information and operations
• Develop multi-media presentations
• Provide back-up administrative support to the Department Coordinator – HR, Learning & Strategic Initiatives 
• Assists with gathering information from and disseminating information to cities, legislators, state officials and others for the Administration and HR & Learning Departments 
• Provides executive level support to the Board of Directors and sub-committees:
• Prepare Board and committee items for Executive Director and HR & Learning Director
• Plans and oversee logistical arrangements for meetings, retreats and special events including space and facility needs, meals and refreshment, supplies and technology  
• Coordinates travel arrangements including event registration, flight, and hotel reservations
• Coordinates the recruitment process for the League Board of Directors, as well as assisting with the NLC Board recruitment process for any Minnesota delegate 
• Respectfully and professionally responds to Board members requests directly or refers to appropriate staff member 
• Coordinate logistics and provide support to Leadership Team meetings and other assigned staff meetings 
• Attend leadership meetings as a representative and coordinate logistics to ensure efficient operations including agenda planning and meeting documentation
• Schedule and coordinate meetings for directors as needed
• Oversee the onboarding management of new directors related to leadership team 
• Leads special projects and perform other administrative tasks as assigned by the Executive Director and HR & Learning Director (e.g., Board or employee recognition programs)
• Coordinate and provide training to administrative assistants across the organization regarding organizational standards efficient operations 
• Monitor department and budget related to special events and meetings including purchasing of supplies and arranging other logistics such as speakers
• Process Administration Department invoices, and HR & Learning as requested, to ensure bills are paid promptly and coded correctly for payment 
• Manage records for Administration Department and provide support as needed for Leaguewide records management and data practices requests
• With the direction of the Member Engagement Manager, provide support:
• Assisting with coordination of member visits and related logistics
• Assist with scheduling of meetings and meeting preparation
• Assist with Business Sponsorship Program
• Maintain professional and technical knowledge and provide training to administrative staff by attending educational workshops, reviewing professional publications, keeping up to date on technology improvement resources 
• Supplies and Equipment
• Maintain adequate supplies for Administration and Human Resources & Learning Departments
• Other Duties as Assigned
• Special projects as needed
• Work cooperatively with and backup Department Coordinator – HR, Learning & Strategic Initiatives

Core qualifications & Desirables:

• High school diploma or equivalent and five years’ general administrative experience in an office setting, with at least one year of experience supporting a top executive position.
• One year of work experience performing technical HR work
• Ability to travel in-state occasionally.
• Desirable Qualifications
• Bachelor’s degree, experience providing executive-level support as well as Board or Council support.
• Work experience in a municipal or government setting

Benefits:

The League of Minnesota Cities offers a comprehensive benefits package that includes health and dental insurance, employer-paid basic life insurance, long-term disability coverage, three-weeks paid parental leave, a contribution match to 457 plans, participation in the PERA public pension plan, and 12 paid holidays. Additional benefits include voluntary supplemental life insurance, spouse and dependent life insurance, and short-term disability coverage. 

Examples of Performance Criteria

Demonstrates the desired standard of conduct and work; Ability to analyze and resolve problems; Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive and private information

Job Tags

Similar Jobs