The Minnesota Sex Offender Program (MSOP) is seeking an individual to join our team for an exciting and rewarding opportunity as an Executive Assistant. The Executive Assistant provides oversight and accountability for the daily operations, executive level transactions, work and information flow, and technical support services for the Minnesota Sex Offender Program (MSOP) Central office. Administrative support includes the provision and coordination of clerical support such as organizing meetings with internal and external stakeholders, writing and editing confidential written business communications, coordinating billing invoices for central office managers, providing administrative support in projects and word processing confidential business documents and forms. Responsibilities include but are not limited to: Providing, operational, analytical, and administrative support to the Executive Director and other members of the Minnesota Sex Offender Program senior management team Providing a wide range of administrative support functions including business travel coordination; managing the Executive Director’s calendar; proofreading written materials for accuracy, formatting and readability; word processing and maintaining spreadsheets or databases; and maintaining the office supply inventory Serving as the business link and a visible contact point with the Executive Director's office; triages and handles the service needs and concerns of callers, e.g., government entities, legislators, clients, family members of clients, and others Coordinating interactions with Direct Care and Treatment (DCT) and Department of Human Services (DHS) staff, stakeholder groups, and other high profile individuals and entities including preparing and handling reports, confidential documents and other communications Coordinating and tracking client grievance appeals and log letters Coordinating and overseeing all administrative activities and daily functions while anticipating required adjustments Overseeing documentation for Strategic Planning process and updates Much of this work is confidential in nature, and the incumbent must handle and communicate this sensitive information appropriately, as well as in accordance with policy, guidelines, and law.
Communication Skills Demonstrated ability supporting C- level suite management with the ability to understand, interpret, and execute detailed oral and written instructions with no oversight.
Customer Service Skills Proven experience with supporting C-Level suite service needs including handling difficult phone calls and directing sensitive informational needs to the general public, media, legislative personnel and other constituents.
Database, Documents, and Records Management Collect and analyze data to prepare reports and maintain databases according to established policies and procedures. Ensuring that records & documents are maintained according to statutory retention requirements
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 Proficiency and skill in using Excel to create, edit and track information especially for assuring professional appearance and accuracy.
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 with perfect accuracy.