Executive Assistant

Missions Inc.Jobs

Position: Executive Assistant

Location: Plymouth, MN

Full-Time: Exempt; 40 hours per week


Mission Statement:
Missions Inc. Programs provides a collaborative community and safe space where people are empowered to heal and transform their lives. Our vision is a world where every person realizes their worth and lives with dignity free from addiction and violence.

Our values are to:

  • Affirm human worth
  • Foster self-determination
  • Value diversity
  • Seek social justice

Use your unique skills to make a difference on our campus!

We have a full-time Executive Assistant position available with Missions Inc. Programs. This position is responsible for administrative and human resources support for the organization; including office management, human resource administrative functions, Board of Directors support, and executive support.

Position Responsibilities
  • Office Management
  • Management of office including coordinating maintenance of copiers and fax machines, updating phones, keeping beverages stocked for guests, ordering office supplies for Admin staff, and making sure the office is functional.
  • Coordinate Board meetings, assist with the preparation of and distribute meeting materials, record and distribute meeting minutes, coordinate program tours for prospective Board members, and organize Board venues.
  • Participate in monthly management meetings; help to prepare agendas, order food, take minutes, and coordinate supporting documents as needed.
  • Coordinate all program licensing requests, including completing paperwork & supporting documents (audit, board roster, etc.), filing, and posting licenses in each program.
  • Performs other administrative duties as assigned.

Human Resource Administration

  • Prepare and assist with the posting of employment recruitment advertisements and mailings; following affirmative action guidelines.
  • Order and handle all Net Study 2.0 and Bureau of Criminal Apprehension background checks per state guidelines. Designated Security Information Person (SIP).
  • Facilitate corporate hiring process including receiving and recording resumes/applications and routing copies to the appropriate manager/director; prepare employment agreement letters, and complete reference check calls upon request.
  • Greet and provide instruction to prospective employees regarding application for employment and provide onboarding, including policy review, benefit overview payroll requirements, and all required paperwork.
  • Setup new hires with email, EchoVantage access, and IT/phone equipment.
  • HR liaison for intern and volunteer onboarding.
  • Prepare State of Minnesota affirmative action plans and annual reports.
  • Handle annual state mandated salary surveys and reporting.
  • Complete and maintain personnel files, review them prior to inspection by licensing or accreditation agencies, and notify program leadership of any deficiencies.
  • Monitor the annual employee performance evaluation process.
  • Maintain all policies, and make policy revisions upon request.
  • Update job descriptions and interview templates for all positions, with instructions/feedback provided by the hiring manager/director.
  • Coordinate the Employee Advisory Committee, including employee wellness, recognition program, annual recognition event, and other employee sponsored activities.
  • Assist with Diversity, Equity and Inclusion activities as they align with HR.
  • Coordinate the annual Employee Engagement survey process.
  • Assist with salary schedules for the annual budget process.
  • Enter all new hires into the payroll system; and update pertinent employee changes/information as needed.
  • Coordinate the employee W4 annual mailing.
  • Maintain strict confidentiality of payroll records.
  • Performs other HR duties as assigned.

Benefits Administration

  • Review current information and share benefit plan changes in accordance with state and federal regulations and provider agreements.
  • Provide ongoing benefits information to employees including notification of eligibility, application assistance, plan updates and provider amendments.
  • Oversee the annual open enrollment renewal process for all benefit plans.
  • Process employee incident reports and workers’ compensation claims.
  • Coordinate employee communication and reporting for short- and long-term disability claims.
  • Process FMLA leaves according to federal regulations.
  • Coordinate communication, compile reports and provide ongoing notification and application assistance for the 403(b)-retirement plan.
  • Coordinate employee communication and reporting for short- and long-term disability.
  • Performs other benefits related duties as assigned.
  • Executive Support
  • Assist CEO with management and preparation of schedules, reports, special projects, personnel-related documents, and Board staffing and support.
  • Provides assistance to the Associate Director with proposal preparation, reports, contracts, evaluation, and special projects, as needed.
  • Performs other executive support duties as assigned.
Position Qualifications

Education and Experience

  • A minimum of two years’ experience in office and human resource administrative functions.
  • A Bachelor’s degree in a related field is preferred, or relative experience with a High School diploma or GED.
Skills and Knowledge
  • Advanced knowledge of productivity tools, including Microsoft Office Suite.
  • Strong familiarity with office communication tools, such as Microsoft Outlook and modern phone systems, copiers, and fax machines.
  • Extremely effective communication skills.
  • Professional and tactful interpersonal skills with the ability to interact with a variety of personalities.
  • Excellent organizational skills and attention to detail.
  • Skilled at working with deadlines, handling confidential and time sensitive material.
  • Ability to work well with people from diverse backgrounds and a commitment to diversity, equity, and inclusion.
Other Requirements
  • Ability to pass a criminal background check.
  • Must be able to bend, stoop, kneel and climb (ascend and descend) flights of stairs.
  • Lifting or physical requirements as required to perform the essential functions of the position.

Compensation

Pay range: $24.50 to $26.00

Benefits include health and dental insurance, 403b plan, short and long-term disability insurance, life insurance, ten paid holidays and PTO bank (paid time off).

Missions Inc. Programs is an Equal Opportunity/Affirmative Action Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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