Executive Assistant

Paw Paw, MI

Full Time

Van Buren County Administration

Entry Level

Rate of Pay: 2026: $27.61 - $33.65 based on experience
JOB SUMMARY: Provide administrative services to the County Administrator Board of Commissioners and, as necessary, Executive Team (Directors of Finance and Human Resources).

ABILITIES, KNOWLEDGE, AND SKILLS:

Excellent written and verbal communication skills.
Strong software/technology skills including but not limited to CivicClerk, social media, webpage, Artificial Intelligence and video conferencing.
Ability to anticipate and initiate tasks.
Proficient using Microsoft Office and related applications.
Excellent time management and organizational skills.
Attention to detail.

PRINCIPLE DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Meeting Development
- Prepare Board of Commissioner meeting packets utilizing an agenda setting software based on input from County Administrator, Board of Commissioners, Department Heads, Elected Officials, correspondence received, and issues/projects both in progress and recurring.
- Coordinate, execute, and record all meetings for the Board of Commissioners.
- Monitor list of Board of Commissioner appointments to outside agencies and place re-appointments/appointments on the appropriate Agendas.
- Attend County Administrator meetings and other Executive Team member meetings as necessary.
- Maintain the Board of Commissioners’ chambers and conference rooms.

Administrative Assistance
- Assist the public by answering telephone calls, receiving visitors to the County Administrator Office, and respond to inquiries, requests and concerns.
- Assist County Administrator and Board of Commissioners with travel arrangements and processes travel and mileage vouchers.
- Provide clerical support by preparing correspondence, reports, contracts, agendas, legal notices, spreadsheets, voucher payments, credit card receipting and other documents for the County Administrator.
- Responsible for bidding, purchasing, and payment of all Administrative Services office supplies and printing needs
- Processes Notary Bond applications and Renewals for County Employees.
- Create and maintain complex templates, forms, flyers, charts, vouchers, policies and procedures to maximize efficiency.
- Collect and distribute incoming and outgoing mail.

Public Relations/Communications
- Update and edit County Administrator and Board of Commissioners and webpages.
- Maintain the schedule and calendar of events for the County Administrator and Board of Commissioners.
- Draft and publish organizational communications utilizing a variety of channels including web, email, print, social media, newsletters and presentations.
- Coordinate social events and other public relation activities.

Risk Management/Legal Matters
- Coordinate responses to Freedom of Information Act requests.
- Point of contact for insurance and maintaining inventories of County resources.
- Assist the County Administrator in management of risk, liability and legal matters.

QUALIFICATIONS / EXPERIENCE:

1. Required: High School diploma; and five (5) years relevant experience.
2. Preferred: Associate's degree in business administration, or related field; and/or more than five (5) years relevant experience.

OTHER REQUIREMENTS:
Employment is dependent on background check, criminal history, and drug screen. Applicant must complete County application form.

SUPERVISORY RESPONSIBILITIES:
Direct Reports:              None
Delegation of Work:       Not applicable
Supervision Given:        Not applicable
Reports To:                   This position reports to the County Administrator

WORK LOCATION AND PHYSICAL DEMANDS:
This position works in a typical office environment using standard office equipment such as telephone, computer, copier and fax machine. No hazardous or significantly unpleasant conditions (such as in a typical office).

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Executive Assistant

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