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Executive Administrative Coordinator

2 months ago

Wenatchee, Washington, United States NCW Libraries Full time
Position Overview

Job Title: Administrative Assistant

Location: NCW Libraries, Headquarters

FLSA Status: Non-Exempt

Position Type: Full-Time

Salary Range: $26.89 - $36.14/hour

Position Summary:
The Administrative Assistant is responsible for executing administrative and confidential functions to assist the Executive Director, Board of Trustees, and Executive Team. This role requires professional communication with community stakeholders and the public. Key responsibilities include managing calendars, drafting formal correspondence, organizing monthly meetings for the Board of Trustees and their committees, and acting as the public records officer for the library district. This position reports directly to the Executive Director and is ideal for candidates who are organized, detail-oriented, and skilled at multitasking in a fast-paced environment.

Key Responsibilities:

  • Support for the Executive Director:
    • Provide comprehensive administrative assistance by preparing meeting materials, agendas, and summaries for internal and external meetings.
    • Manage the Executive Director's calendar, including scheduling, room reservations, and travel arrangements.
    • Organize Executive and Leadership Team meetings, prepare necessary documents, take minutes, and create summaries for review.
    • Collaborate with the Communications & Engagement Manager on publications, announcements, and press releases.
    • Oversee logistics for library meetings, events, and training sessions as requested.
    • Assist with various operational activities, including special projects and research as directed.
  • Board of Trustees Coordination:
    • Coordinate monthly Board meetings and subcommittee sessions, including public notices, agendas, and meeting packets.
    • Prepare and record formal minutes and resolutions in compliance with the Washington State Open Public Meetings Act.
    • Manage the annual calendar for the Board of Trustees, ensuring effective communication with members.
    • Assist in planning board events and retreats, ensuring adequate support for trustees.
    • Draft official correspondence for the Board.
    • Maintain official records of the Board, ensuring adherence to regulations.
  • General Duties:
    • Serve as the Public Records Officer, responding to requests in accordance with the Public Records Act.
    • Conduct archiving and records retention activities per the Washington State Records Retention Schedule.
    • Edit and maintain library policies and procedures, ensuring accuracy and compliance.

Customer Service Excellence:

  • Provide prompt and effective service to all inquiries.
  • Handle requests for information appropriately.
  • Manage sensitive information with confidentiality.
  • Build positive relationships with community stakeholders and local officials.

Communication Skills:

  • Exhibit courteous and respectful communication.
  • Encourage transparency and openness.
  • Provide and welcome constructive feedback.
  • Demonstrate effective communication in all forms.

Professional Development:

  • Enhance skills in organizational efficiency and customer service.
  • Stay updated on library policies and procedures.
  • Align actions with the library's mission and values.

Qualifications:

  • Bachelor's degree from an accredited institution or equivalent experience.
  • Five years of progressively responsible administrative support experience, including two years at the executive level.
  • Valid driver's license in the State of Washington.

Core Competencies:

  • Integrity and ethical practice.
  • Professionalism and accountability.
  • Building respectful relationships.
  • Effective communication and collaboration.
  • Adaptability to change.
  • Valuing diversity and promoting inclusiveness.
  • Advocacy for library services and intellectual freedom.

Work Environment:
Work is performed in a busy office setting with frequent interruptions. Physical activity may include some lifting and carrying. The typical work schedule is Monday through Friday, with flexibility for occasional evening or weekend events.

Equal Opportunity Employer:
NCW Libraries is committed to diversity and inclusion in the workplace and welcomes applicants from all backgrounds.