Executive Assistant Job Posting

Job Description

Classification: Full-time employment; exempt from overtime

Reports To: Maggie Pallone, Vice President

Summary: The executive assistant provides high-level administrative support to the vice president, the energy and environment team, and two nonprofit organizations to serve the firm’s clients and projects; processes, organizes, files, and retrieves information; maintains confidential and sensitive information on behalf of the firm; and more.

Essential Duties

  • Manages calendar, phone, travel, and correspondence for the vice president and staff
  • Provides administrative support, including processing clerical and basic financial reports, to two nonprofit organizations
  • Coordinates board meetings, including scheduling, creating meeting packets, taking notes, preparing the meeting space, and assisting board members with various logistics
  • Schedules and arranges meeting logistics to support other team members, such as contacting venues and caterers, distributing handouts, and communicating with prospective attendees by phone, mail, and email
  • Collaborates with others to execute special events
  • Compiles and organizes information, both physical and electronic, such as contact lists, reports, and notes
  • Retrieves information quickly and accurately upon request
  • Writes and formats memos, letters, and other documents using the Microsoft Office suite
  • Provides general office support, including filing, photocopying, and scanning
  • Answers office phones and greets visitors and clients
  • Assists with opening, sorting, and distributing incoming correspondence, including phone messages, faxes, and emails
  • Maintains confidentiality of the firm’s corporate paperwork and financials, exercising discretion based on the wide range of information this position encounters
  • Works closely with accounting staff to ensure reports and receipts are submitted for processing each month

Characteristics of High Performance

  • Enjoys the challenge of supporting staff in a fast-paced office with diverse people and projects
  • Takes responsibility and performs work utilizing independent judgment and initiative, makes sound decisions, and develops solutions to problems
  • Demonstrates initiative to interpret and follow verbal and written instructions
  • Possesses excellent calendar and project management skills, including the coordination of schedules, priorities, meetings, and events
  • Is comfortable assisting multiple team members and prioritizing competing requests
  • Exercises discretion by maintaining official and confidential records and documents
  • Possesses strong verbal and written communication skills
  • Performs tasks and assignments in a timely and consistent manner with high accuracy and attention to detail

Qualifications

A high-school diploma or equivalent is required. An associate degree in office administration or related field of study is preferred. Five years of experience in an office administration position or an equivalent combination of education, training, or experience that provides the following knowledge, skills, and abilities is required:

  • Communicates effectively—both verbally and in writing—to clients and employees
  • Deals competently with a number of tasks at one time and completes them in a timely and professional manner
  • Works cooperatively with employees at all levels of the organization
  • Has strong competency using the Microsoft Office suite, including Word, PowerPoint, and Excel
  • Maintains thorough knowledge of integrated email and calendaring systems (e.g., Microsoft Outlook, Gmail, and Google Calendar)

Work Environment

Work is primarily performed in an indoor, environmentally controlled office setting with extended periods (approximately eight hours or more a day) at a computer, on the telephone, sitting, or standing. The nature of the work has frequent interruptions and requires contact with the public and clients, performance of repetitive tasks, and strong communication skills. While the employee may be required to work beyond traditional business hours, Public Sector Consultants (PSC) strives for staff to maintain a healthy work-life balance.

Due to the novel coronavirus (COVID-19) pandemic, the Lansing office is closed, and staff members are working remotely.

Compensation

  • Salary commensurate with education and experience
  • Eligibility for company profit share
  • Competitive medical, dental, life, disability, voluntary vision, and voluntary legal insurance plans
  • Company 401(k) contribution
  • Paid time off granted upon start date
  • Eleven paid holidays per year
  • YMCA membership

Apply

Submit a cover letter including your salary requirements and resume. All materials must be submitted as PDF or Word documents. Applications must be submitted by Sunday, May 9, 2021. If you have trouble with the upload page or have questions about the position, please email: humanresources@publicsectorconsultants.com.