Executive Assistant

The Executive Assistant provides essential administrative support to the CEO and Metropolitan Library Commission (MLC), facilitating communication on sensitive matters and recording meeting minutes. Acts as a subject matter expert on open meetings and board management software while supervising administrative staff in the Administration department.

This position will work at the Ronald J. Norick Library, which is located at 300 Park Avenue in Oklahoma City, OK but will travel to various other locations as needed.  This position currently requires availability to work Monday to Friday from 8:00 am to 5:00 pm with occasional availability outside those days and times.*

*Hours are subject to change in accordance with the needs of the department.

The hiring salary for this position is $51,001.60 annually.  This is a full-time position working 40 hours per week.  This position is exempt from the federal Fair Labor Standards Act.

The Metropolitan Library System offers a comprehensive benefits package for full-time employees:

• Health benefits that include medical, dental, and prescription coverage for both employee and family
• Vision coverage paid in full
• Flexible Spending Accounts
• Vacation Leave @ 8 hours per month
• Sick leave @ 8 hours per month
• Eleven paid holidays (subject to date of hire)

Minimum Qualifications Required:

• High School diploma or GED; and
• Three years of executive assistant or administrative management experience or its equivalent in a professional office environment.

Licenses and Certifications:

• Oklahoma Notary or meets legal requirements to obtain within 60 days of hire

HIGHLY PREFERRED QUALIFICATIONS AND COMPETENCIES:

• Experience working with boards of directors, advisory boards, or governing bodies within the public sector or non-profit organizations
• Associate degree in a related field
• Personnel management experience
• Certified Administrative Professional (CAP) certification through the International Association of Administrative Professionals (IAAP)

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• Comprehensive record-keeping and office procedures.

• Correct English usage, including spelling, grammar, punctuation, and vocabulary.

• Basic budgetary principles and practices.

• Basic knowledge of library organization, policies, procedures, and equipment.

• Open Meetings Act Law

• Parliamentary Procedure

• Roberts Rules of Order

• All computer applications and hardware related to the performance of the essential functions of the job including virtual meeting platforms.

Skill in:

• Managing multiple tasks and competing deadlines while maintaining a professional demeanor.

• Maintaining a high level of attention to detail with excellent follow-up.

• Being self-motivated, proactive, and solution-focused.

• Using tact to effectively deal with the public and staff and work independently with general direction.

• Maintaining a high level of confidentiality.

• Using effective techniques and sound judgment to resolve guest complaints, preparing and delivering appropriate responses in line with organizational values and policies.

• Communicating clearly and concisely in both oral and written forms, including accurate transcription of meeting minutes.

• Analyzing and resolving office administrative situations and problems.

• Researching, compiling, and summarizing various informational and statistical data and materials.

• Using an advanced level of interpersonal skills necessary to effectively interact with internal staff, citizens, and other departmental staff to give and extricate information in a courteous and friendly manner.

• Applying logical thinking to solve problems or accomplish tasks; to understand, interpret, and communicate complicated policies, procedures, and protocols.

• Using analytical skills is necessary to perform numerical calculations to obtain totals, and balances, and verify information from complex forms, and transfer to computers or manual reports