The Executive Administrative Assistant provides confidential administrative and specialized support services for the Minnesota Sex Offender Program (MSOP) Facility Director and the Facility Executive Team by providing administrative, technical, and operational support, including independently leading, coordinating and organizing special projects. This position serves as the facility’s first point of contact and will be required to exercise a great deal of autonomy and must have the ability to coordinate and prioritize work independently. Responsibilities Include: • Provide comprehensive and confidential support to the Facility Director, Facility Clinical Director, and Facility Executive team to ensure efficient and effective day to day business operations. • Compose public, highly sensitive and confidential correspondence and reports independently or from brief instruction including letters, appeals, memos, job descriptions, congratulatory letters, strike plans, unit shut down plans, emergency response plans, organizational charts, quarterly and other reports. • Maintain up-to-date calendars, schedule meetings and appointments as necessary and as directed. • Prepare training/presentation materials, to include Power Point presentations and desktop publishing software for brochures and flyers. • Assist managers and supervisors with all human resource functions, including but not limited to scheduling and organizing candidate interviews, collecting required HR paperwork and partnering with HR team members on various process requirements. • Act as a liaison with community members, local legislators, and law enforcement. • Lead special projects as requested by the Facility Director
Communication Skills Demonstrated ability supporting upper-level management with the ability to understand, interpret, and execute detailed oral and written instructions with little oversight.
Customer Service Skills Proven experience with supporting upper-level management and the ability to handle difficult phone calls and direct informational needs from the general public, media, legislative personnel and other constituents.
Data Entry Performance Collect and analyze data to prepare reports and maintain databases according to established policies and procedures.
Database, Documents, and Records Management Ensure that records & documents are maintained according to statutory retention requirements
Desktop or Website Publishing Prepare materials using Microsoft Office programs to Outlook, Word, Excel and PowerPoint.
English Language Advanced knowledge of the English language (spelling and grammar) sufficient to compose, analyze, edit and independently summarize data & reports with minimal review and errors.
Spreadsheets Skills sufficient to create, modify, sort and extract data.
Typing/Keyboarding Skills sufficient to compose meeting agendas, handouts, meeting notes, reports, letters, and data summaries.
Word Processing Proven skills composing public and highly sensitive correspondence and reports for upper-level management. These documents include letters, memos & reports. Skills should be sufficient to develop, format and modify these docs, including using mail merge.