CORRECTION: Hello, The Ann Arbor District Library is currently hiring for a full-time Executive Assistant to the Library Director . Please see below for how to apply and for further details. If you are interested in applying, please visit: [ https://aadl.org/aboutus/employment | https://aadl.org/aboutus/employment ] Heidi Pratt Human Resources Associate Ann Arbor District Library [ mailto:hr@aadl.org | hr@aadl.org ] Job Title: Executive Assistant to the Library Director Department: Administration Supervisor: Library Director Hiring Range: $51,417 - $61,068 Union Position: No Benefits: Yes Hours: Full-time Opening: September 5, 2023 Closing: 9pm on September 19, 2023 Position Summary The Executive Assistant to the Library Director is responsible for all administrative support to the Library Director and the Library Board. Oversees daily operations of the Administrative office including, scheduling, planning, posting and smooth functioning of meetings conducted by the Library Director and/or the Library Board. The Administrative Assistant to the Library Director prepares agendas, takes minutes, and keeps official records of the Library Board in accordance with applicable laws. Note: This position requires some evening and weekend hours to accommodate Board-related meetings and events. Essential Duties and Responsibilities include the following; other duties may be assigned: * Makes arrangements for meetings held by the Library Director and/or the Library Board by scheduling, planning and posting meeting notices in compliance with the Open Meeting Act. * Coordinates attendance and participation of guests, catering, and special equipment as needed and room set-ups. * Prepares and disseminates meeting agendas and information packets. * Maintains the Library Director’s Calendar. * Maintains the Library Director’s files and filing system. * Serves as recording secretary for the Library Director and/or Library Board at meetings, including executive sessions, public meetings, and special meetings or retreats. * Prepares, compiles, disseminates and maintains official Library Board minutes. * Routinely handles telephone and in-person inquires from the public and/or staff. * Provides receptionist duties for the Administrative Office. * Performs routine clerical duties for the Library Director, Associate Directors and the Human Resource Department: types letters, postcards and memos; filing; photocopies; faxes; and maintains departmental supplies as needed. * Maintains Library Administration information on aadl.org and the Intranet. * Manages donations database and assists with the correspondence to acknowledge gifts. Minimum Qualifications include: * High School diploma and 3 - 5 years’ directly related experience and/or training as an administrative assistant or secretary in a high-pressure, time-sensitive environment. * Ability to organize work and set priorities. * Ability to be thorough and accurate with detail work. * Ability to handle and maintain sensitive and confidential information with utmost discretion. * Ability to work with little direction. * Ability to concentrate and remain focused and to take accurate minutes during long meetings. * Experience working in a Windows environment; advanced MS Word skills; intermediate MS Excel skills; beginning MS Access and advanced Power Point skills, or equivalent presentation software. * Ability to quickly learn other software packages as needed. * Experience with e-mail, internet, laptop computing, and working in a networked environment. * Knowledge of HTML and web editing. Preferred Qualifications include: * Knowledge of Robert’s Rules of Orders. * Knowledge of applicable laws governing public entities such as the Open Meetings. Act and the Freedom of Information Act. * Experience in basic accounting procedures. The above is intended to describe the major responsibilities and requirements for this position. It is not to be construed as an exhaustive statement of all duties, responsibilities or requirements. The Ann Arbor District Library is an EEO Employer. The Ann Arbor District Library reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities, and position titles as it deems necessary to meet the needs of its business.