Assistant in Executive Office

RESPONSIBILITIES:

• Compiles, types, files, and distributes letters, reports and other routine correspondence;
• Assists with handling logistics for governance and MSEA staff meetings, local presidents’ meetings, conferences, committees, trainings and other association events;
• Compiles, reproduces, and distributes materials for conferences, local presidents’ meetings, committees, meetings, RAs, trainings and other association events;
• Assists with handling all arrangements (lodging, meals, materials, registration, etc.) for the MSEA monthly Board of Directors’ meetings, annual retreat, Joint Governance Staff and all staff meetings;
• Assists with making travel arrangements for MSEA officers and other association members when needed;
• Provides routine support to the vice president such as preparing activity reports, maintaining his/her calendar, and assisting with committees;
• Assists with the preparation of the bi-annual Affirmative Action Report;
• Coordinates orientation for new board member onboarding;
• Collects manager reports, reviews format, and proofreads before distributing;
• Takes meeting minutes and provide a summary;
• Maintains electronic filing system;
• Assists with member release time requests;
• Assists with ordering and distribution of awards;
• Communicates and tracks directory updates;
• Participates in the rotation for coverage of the front desk switchboard;
• Working some late evenings, weekends and overnight work may be required;
• Performs other duties as assigned.

QUALIFICATIONS:

• Minimum of high school diploma or equivalent;
• Minimum of two years’ experience providing administrative support to management
• Ability to deal effectively with external and internal constituencies;
• Ability to operate standard office equipment;
• Microsoft Office Suite experience (Excel, Word, Power Point, Access);
• Knowledge of English grammar enough to ensure accurate correspondence and memoranda;
• Ability to draft correspondence and prepare reports independently;
• Ability to perform basic mathematical calculations;
• Ability to carry out recurring assignments independently with minimal instructions and follow-up;
• Ability to prioritize and to respond using reasonable judgment;
• Ability to work independently and in a team environment.
• Possess a valid US driver’s license that complies with the state of Maryland.