Executive Assistant Job at University of Minnesota in Duluth

About the Job

Executive Assistant

Summary:

This position is the Executive Assistant to the NRRI Executive Director and NRRI Senior Leadership team and provides administrative support for Institute-wide activities including advisory board, legislative connections, NRRI partner engagements, staff meetings and events.

The position is responsible for a wide range of functions including planning, implementing, and managing the Executive Directors office related to operations, research, communications, administration, employee support, and events as well as serving as the Supervisor/Team Lead for the NRRI Administrative Team, and assisting with the human resources/payroll activities, and with external stakeholders. This position requires exceptional writing and organizational skills, event/meeting scheduling and planning. Provides executive-level support and collaborates daily with a wide variety of leaders, researchers, and supervisors within the NRRI organization and External Partners.

WORKDAYS: Monday to Friday

WORK MODE: In person

Job Duties:

50%

1. Executive Assistant Duties: Determine and prioritize administrative support needs of the Executive Director and Senior Leadership Team and activities and coordinate them with other administrative/service units.

* Executive-Level Calendar Management: Oversee complex scheduling for senior leadership, coordinating with internal and external stakeholders. Ensure seamless organization of meetings and events by preparing relevant materials and ensuring staff are fully briefed.

* Confidential and High-Sensitivity Coordination: Support the Executive Director handling sensitive materials and maintaining confidentiality with discretion.

* Develop and maintain effective working relationships with internal and external partners, including University and collegiate leadership, national labs, and state agencies.

* Operational Efficiency and Improvement: Continuously assess and recommend improvements to office operations, ensuring the highest level of efficiency and effectiveness in support of the Executive Director's Office.

* Assign work to other administrative staff as appropriate.

* Event and Meeting Leadership: Manage all aspects of executive meetings and events, including vendor management, logistics, communications, and guest coordination. Ensure events run smoothly and professionally.

* Participate in weekly meetings with Executive Director, Extended Leadership, Finance and Human Resources, and lead administrative team meetings to strategize needs of the Institute.

* Respond to requests from the Executive Director and senior leaders by implementing administrative procedures, providing verbal and written communications and providing other support as requested. Develop, prepare, and improve internal procedures as needed.

* Arrange and coordinate travel plans to include flights, lodging, etc. for the Executive Director, Senior Leadership team and search final candidates for in person interviews at NRRI.

* Develop and maintain google group email lists for Research and Admin groups.

* Create, design, and manage NRRI Organizational charts.

* Negotiate business contracts for business and office equipment and assist the purchasing staff with all purchases.

* Draft and send communications to NRRI Staff, Search candidates, University staff, vendors, NRRI External Partners, and Advisory Board members.

* Prepare presentations, proofread memos, documentation, etc.

* Anticipates common needs and takes appropriate initiative to promote a smooth process and experience for internal and external visitors to the Institute.

* Professionally interfaces on the phone, in-person, and by email

* Maintain schedule for the Executive Director and ensure the Executive Director has the proper materials and resources for each meeting.

* Coordinate projects and provide administrative support for Senior Leadership Team and other staff, as needed

* Support committees to advance the NRRI's mission and goals, including preparation, planning, and minutes

* Manage NRRI conference room rental requests from outside vendors. Instruct vendors on compliance and safety procedures at NRRI. Implement required paperwork by processing the Facility Use Agreement, schedule a conference room, and obtain payment and certificate of Insurance from the vendor in accordance with university policy.

* Assures compliance with university policies and procedures M NRRI advisory board interactions and meetings, respond to requests from the director and NRRI Leadership.

* Provide administrative support for NRRI Advisory Board (external members). Coordinate quarterly meetings, distribute doodle polls, and provide written communication keeping the Advisory Board aware of upcoming events.

* Negotiate space and leases for offsite events as needed. Negotiate space and leases for offsite events. Coordinate the catering with hospitality staff, arrange room set up and technical equipment set up, overseeing and executing these events.

25%

2. Hiring, Personnel Support:

* Assist with departmental on-boarding orientation for all new hires (Civil Service, Labor Represented, P/A, temp/casual and students).

* Organize complex meetings for recruitment committees and take minutes pertaining to candidate review and selection

* Schedule complex and individual interviews conducted virtually or in-person between staff and candidates.

* Assist Marketing department in the creation of the HR Information Portal in NRRI Employee Dashboard site and

continue to keep HR documentation on this site up to date.

* Assist with administrative and operational workflow for recruiting and hiring process of full -time and part-time P&A and

staff. This includes managing all job postings, creating TDX, and working with staffing operations on

marketing/advertising, creating and monitoring job postings, managing search committees, process hiring requests

including background checks, scheduling applicant interviews, monitoring recruiting budgets, evaluating search

committee hiring recommendations and assist in visa processing.

* Advise and train new staff on university policies and procedures of NRRI.

* Process and maintain employee information on the NRRI staff database and Everbridge alert system.

* Keep internal records of P & A employee sick leave.

* Manage the I-9 process for NRRI making sure I-9's get completed timely and correctly.

15%

3. Supervise NRRI Administrative Team:

* Manage the NRRI Administrative Team of 5 staff members by performing supervisory duties and directing the staff.

* Lead NRRI Administrative Team meetings including scheduling and agendas

* Maintain an effective, integrated work team that can flow to the work in support of the Institute.

* Delegation of duties for effective and efficient workflow.

* Collaborate across the Institute to monitor and improve administrative processes and procedures.

* Manage employee performance and provide development opportunities.

10%

4. Payroll Administration:

* Payroll Processing: Supervise payroll process.

* Oversee payroll operational workflow for all employee groups (Civil Service, Labor Represented, P/A, temp/casual and students).

* Manage and assign work and duties to the payroll staff.

* Prepare and submit off-cycle checks, process overpayment requests and payroll updates to UMD HR.

* Provide database and management reporting and monitor account distribution records.

* Monitor accuracy of account strings and combination codes as needed.

* Review NRRI reconciliation payroll reports to find payroll discrepancies and ensure staff payroll was input accurately. Advise payroll coordinator with payroll discrepancies and corrections. Process TDX requests as needed for direct retros.

* Organize and maintain all payroll documentation.

* Manage Institute time and absence entries in PeopleSoft. Create payroll updates

* Approving authority of employee time-off requests.

The search committee will begin reviewing applications January 6th.

Qualifications

Required Qualifications:

Required Work Experience

* BA/BS with at least 2 years of experience or a combination of related education and work experience to equal six years.

* Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Suite (Calendar, Drive, Hangouts), Scheduling Virtual meetings using Zoom.

* Strong technical skills, including database and electronic calendaring management.

* Proven and effective time management and organizational skills with a collaborative and proactive mindset.

* Proven outstanding communication (oral and written), interpersonal, and organizational skills with keen attention to detail and a focus on precise, professional correspondence.

* Demonstrated ability to manage confidential information with the utmost discretion.

* Demonstrated ability to organize and present complex information.

* Demonstrated experience handling a wide range of administrative related tasks with a commitment to professionalism and confidentiality.

Preferred Work Experience:

* Experience providing administrative support to executive level administrators: Prioritizing executive's time and commitments with internal and external constituents, researching and preparing support documents.

* The ability to interact and work collaboratively with diverse audiences, and to foster positive interactions between diverse external and internal stakeholders.

* Proven experience thriving in fast-paced, deadline-driven environments, delivering structured work with accuracy and timeliness.

* Ability to work both independently and as part of a collaborative team, with a high level of self-direction.

* Strong problem-solving skills, and excellent attention to detail.

* Must be self-motivated, self-guided, goal-oriented, and mindful of deadlines.

* Demonstrated ability to be resourceful - identifies errors and takes initiative to solve problems as they arise.

* Demonstrated ability to work across varying levels of an organization, i.e., leadership, colleagues, and trainees.

* Strong organizational and project management skills, including the ability to handle multiple tasks simultaneously.

* Knowledge of the University of Minnesota systems, procedures, and administrative offices and operations.

* Supervisory/Management experience: Managing teams to provide exceptional customer service.

* Experience managing complex office functions.

* Experience in event planning, including managing logistics, technical needs, and communications for high-profile meetings and events.

About the Department

About NRRI:

The Natural Resources Research Institute was established by the Minnesota legislature in 1983 as an applied science and engineering research organization to inform state citizens and decision-makers while leveraging the power of the University of Minnesota. NRRI is guided by the forward-looking charter provided by the Legislature to foster the economic development of Minnesota's natural resources in an environmentally sound manner to promote private sector employment.

NRRI's mission is to deliver integrated research solutions that value our resources, environment and economy for a sustainable and resilient future. We are a mission-driven, project-focused team working to create opportunities for natural resource stewardship.

With industrial-scale facilities in Duluth and Coleraine, MN, NRRI works across five strategic research platforms. These platforms address Minnesota's soil, forest, water and mineral resources:

1. Applied Ecology and Resource Management

2. Minerals and Metallurgy

3. Materials and Bioeconomy

4. Data Collection and Delivery

5. Commercialization Services

Pay and Benefits

Pay Range: $65K to $75K; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

* The University offers a comprehensive benefits package that includes:

* Competitive wages, paid holidays, and generous time off

* Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program

* Low-cost medical, dental, and pharmacy plans

* Healthcare and dependent care flexible spending accounts

* University HSA contributions

* Disability and employer-paid life insurance

* Employee wellbeing program

* Excellent retirement plans with employer contribution

* Public Service Loan Forgiveness (PSLF) opportunity

* Financial counseling services

* Employee Assistance Program with eight sessions of counseling at no cost

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

You are required to attach a cover letter and resume to be considered for this position.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).