JOB DESCRIPTION

Department: Administration
Reports To: Executive Director
FLSA Status: Non Exempt
Location: Central Library
Benefits: Full
Schedule: Full-time (40 hrs. per week) Monday-Thursday, 10:00 am – 7:00 pm
Friday 9:00 am – 5:00 pm
Summary: The Administrative Assistant to the Executive Director provides high-level administrative support to the Executive Director and senior leadership. This role ensures smooth and efficient day-to-day operations within the executive office by managing schedules, handling communications, coordinating meetings and board activities, and maintaining critical records. The successful candidate will be organized, proactive, discreet, and able to work in a fast-paced environment with multiple stakeholders.

QUALIFICATIONS

• Associate’s degree or equivalent experience; Bachelor’s degree preferred.
• 3+ years of administrative experience, preferably supporting executive leadership.
• Proficiency in Microsoft Office Suite (Word, Excel, & PowerPoint) and Google Suite and collaboration tools.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Proven ability to maintain confidentiality and exercise discretion.
• Demonstrated ability to manage multiple priorities and work independently.

• Serve as the primary point of contact for internal and external communications on behalf of the Executive Director.
• Manage and maintain the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare correspondence, reports, presentations, and other documents, as well as program supplies, as directed by the Executive Director.
• Coordinate logistics for Board of Trustees meetings, including preparing agendas, taking minutes, distributing materials, and handling follow-up tasks.
• Coordinate logistics for Foundation Board meetings, including preparing agendas, taking minutes, distributing materials, and handling follow-up tasks.
• Maintain and organize confidential files, documents, and records.
• Support strategic initiatives by assisting with special projects, research, and data collection.
• Liaise with department heads, vendors, partners, and community members on behalf of the Executive Director.
• Track deadlines, action items, and projects to ensure timely completion.
• Represent the executive office with professionalism and integrity.
• Assist in managing and assuring that all local, State, & Federal reports and documents are completed according to deadlines.
• Assist in the completion, organizing, and providing support for various audits.
• Project management assistance as needed for implementation of Library wide systems.
• Handle general office duties including mail processing, supplies management, and invoice tracking for the Executive Director’s office