Executive Assistant Applications are preferred ASAP, but posting will be open until filled. To Apply: Please send a cover letter, resume, and three letters of reference to Deb Henton Ed.D., Executive Director email@example.com
This position supports the missions and initiatives of the Minnesota Association of School Administrators (MASA) and its affiliate, Minnesota Administrators for Special Education (MASE). MASA and MASE are member service organizations providing advocacy, professional development, networking, communications, and support of professional practice for executive-level school district administrators and associated colleagues.
The ideal candidate for this position will possess excellent organizational abilities, oral and written communication skills, and the ability to track and perform multiple tasks concurrently. MASA’s team is collaborative in nature and a strong work ethic and the ability to work effectively with others are essential. The successful candidate will have understanding and ability in member (customer) service. The person in this position may have occasional access to confidential information and must be discreet.
Job duties include but are not limited to: Provides primary administrative assistance to the MASA Executive Director, Director of Professional Learning, MASA and MASE Boards of Directors, Committees, Regional Leaders, and the MASA Foundation Board of Trustees. Contributes to MASA’s and MASE’s programs and projects through excellent organization and communication. Assists with professional development events, conferences, and initiatives. Contributes to the MASA and MASE Awards and Recognition programs. Supports general office operations: technical platform, phone back-up, and general office duties.
The position is full time.
The person in this position may work from home, except when needed for meetings or conferences.
Salary: $ 64,000 Cash in lieu of Health Insurance: $ 19,091 (current year) Hours: 37.5 hours per week during the school year and 35 hours per week during the summer. Schedule is flexible, based on a 7 or 7.5-hour day. Vacation: 0-5 years – 10 days per year. After 5 years – 15 days per year increases every 2 years thereafter Sick time accrues 1 day per month, up to 90 days. Holidays – 12 per year. MASA contributes 10% of the amount of salary to a 401k plan Dental insurance Life insurance (twice salary) Flex benefit plan. Long term disability insurance Severance plan – 1 day of unused sick time per year is banked after 5 years. The Minnesota Association of School Administrators is an Equal Opportunity Employer.
Applications are preferred ASAP, but posting will be open until filled. To Apply: Please send a cover letter, resume, and three letters of reference to Deb Henton Ed.D., Executive Director firstname.lastname@example.org
REQUIREMENTS JOB SUMMARY: Assist with administrative support, member service, project management, and coordination of meetings and events ESSENTIAL DUTIES AND RESPONSIBILITIES:
30% Organize professional development conferences/workshops A. Format online call for proposals B. Compile proposals received for selection committee C. Contact accepted/not accepted proposal submissions D. Place all conference/workshop information on online conference app E. Maintain speaker database F. Provide online registration/payment option for participants and exhibitors G. Provide a detailed logistics spreadsheet schedule (data for conference script) H. Follow-up with presenters on hotel accommodations, AV needs, presentation room and time, meal tickets and handouts I. Assist with AV J. Select food and beverage orders, adhering to budget K. Attend conferences/workshops as staff member L. Ensure all conference/workshop materials including agenda, handouts, speaker information, participant staff and exhibitor lists, are placed on the online conference app M. Crosscheck banquet and event orders and billing/report and forward to Accounting N. Coordinate the annual Federal Advocacy Trip to Washington, DC.
30% Support the board of directors, regional leaders, committees and foundation board of directors A. Provide primary administrative assistance B. Assemble meeting materials C. Coordinate election process, committee recruitment and awards program D. Arrange meeting venue requirements E. Manage annual Superintendent of the Year application data and process F. Compile program data for the annual CASE report.
25 % Develop information for association publishing A. Develop online Membership Directory B. Develop conference and workshop online registration C. Develop online conference app D. Write letters as needed E. Develop surveys and compile survey data F. Develop brochure to recognize featured business partners G. Research and provide calendar data
5% A. Track registrations and manage participant data B. Arrange workshop venue requirements C. Assemble workshop and event materials
5% Support the Executive Director and Director of Professional Learning A. Provide administrative support B. Prepare correspondence C. Coordinate meeting and travel arrangements as requested.
5% Perform miscellaneous support duties A. Keep Online Alert System data current B. Provide staff back-up when needed C. Serve as second back-up for phone coverage tbd Perform other duties as assigned or requested
WORK REQUIREMENTS AND CHARACTERISTICS: Education/ Certification Requirement: • High school diploma or equivalent is required. • Associate degree preferred • Valid driver’s license required
Experience: • Three to five years previous office experience preferred
Essential Skills Required to Perform the Work: • High degree of organizational skills • Excellent customer service skills • Ability to multitask, meet deadlines and receive direction where needed • Effective listening, written and verbal communication skills • Proficiency in operating computer hardware and software applications • Data management skills • Ability to maintain confidentiality in all aspects of job • Ability to receive direction where needed • Ability to work collaboratively • Ability to work independently • Project management skills
Machines, Tools, Equipment, Electronic Devices, and Software Required: • Mac Platform • FileMaker Pro • Microsoft Office • Online registration platform • Conference app platform • Web, survey, and alert system platforms • Office equipment including computer, printers, copiers, fax, multi-line phone
Physical Job Requirements: • Position involves extended periods of sitting while completing work on computer • Position involves lifting up to 25 pounds • Position involves use of stairs to access meeting room on lower level • Position involves frequent fingering keys on word processing equipment and repetitive motions operating same
Mental Job Requirements: • Position involves handling multiple tasks at once while dealing with interruptions • Position involves meeting deadlines while maintaining accuracy • Position involves flexibility and willingness to undertake a variety of tasks, sometimes at the direction of more than one person • Position involves adapting to rapid changing of job priorities
Working Conditions: • May work from home except when needed for meetings or conferences • Normal office conditions • Position involves driving to meetings/events • Position involves occasional overnight travel • Position involves occasional evening/weekend event attendance
Job Outcomes: • Projects a positive, cooperative and respectful attitude with association members, staff and partnering organizations • Assists association leadership as they direct the implementation of MASA’s strategic vision and services • Supports members by providing services that support education • Contributes to the effective and efficient operation of the office
This description describes the general nature and work expected of an individual assigned to this position.
Employees may be required to perform other job- related duties as requested by their supervisor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.