Floyd County Library

Job Description

 

Job Title: Administrative Assistant to the Executive Director

Department: Administration

Reports To: Executive Director

FLSA Status: Non Exempt

Location: Central Library

Benefits: Full

Schedule: Full-time (40 hrs. per week) Monday-Thursday, 10:00 am – 7:00 pm

                                                                   Friday 9:00 am – 5:00 pm

Summary: The Administrative Assistant to the Executive Director provides high-level administrative support to the Executive Director and senior leadership. This role ensures smooth and efficient day-to-day operations within the executive office by managing schedules, handling communications, coordinating meetings and board activities, and maintaining critical records.  The successful candidate will be organized, proactive, discreet, and able to work in a fast-paced environment with multiple stakeholders.

ORGANIZATION-WIDE EXPECTATIONS

 

  • Follows established Library and personnel policy, procedures and work standards.
  • Attends work regularly, on time, and as scheduled.
  • Exhibits welcoming, helpful, positive and friendly behavior to all patrons, staff and guests at all times in all communications formats (verbal and non-verbal).
  • Maintains confidentiality of sensitive information.
  • Regularly monitors Library communication venues including, but not limited to employee email, staff bulletin boards, library social media outlets and the shared staff electronic storage locations.
  • Participates in meetings, conferences, continuing education, community engagement, and special projects as required by the Floyd County Library or as dictated by professional commitment.
  • Addresses, or assists in addressing, issues and concerns related to the safety of Library staff and users as well as the security and maintenance of Library buildings and equipment.
  • Actively assisting in the cleanliness and organization of service and work areas to assure an inviting public environment.

Essential Duties and Responsibilities include the following, but are not limited to:

  • Serve as the primary point of contact for internal and external communications on behalf of the Executive Director.
  • Manage and maintain the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prepare correspondence, reports, presentations, and other documents, as well as program supplies, as directed by the Executive Director.
  • Coordinate logistics for Board of Trustees meetings, including preparing agendas, taking minutes, distributing materials, and handling follow-up tasks.
  • Coordinate logistics for Foundation Board meetings, including preparing agendas, taking minutes, distributing materials, and handling follow-up tasks.
  • Maintain and organize confidential files, documents, and records.
  • Support strategic initiatives by assisting with special projects, research, and data collection.
  • Liaise with department heads, vendors, partners, and community members on behalf of the Executive Director.
  • Track deadlines, action items, and projects to ensure timely completion.
  • Represent the executive office with professionalism and integrity.
  • Assist in managing and assuring that all local, State, & Federal reports and documents are completed according to deadlines.
  • Assist in the completion, organizing, and providing support for various audits.
  • Project management assistance as needed for implementation of Library wide systems.
  • Handle general office duties including mail processing, supplies management, and invoice tracking for the Executive Director’s office.

 

Environmental/Working Conditions

 

  • Primarily office-based with occasional travel for meetings and events.
  • May require occasional evening or weekend hours for board or community events.

 

Qualifications

 

  • Associate’s degree or equivalent experience; Bachelor’s degree preferred.
  • 3+ years of administrative experience, preferably supporting executive leadership.
  • Proficiency in Microsoft Office Suite (Word, Excel, & PowerPoint) and Google Suite and collaboration tools.
  • Excellent written and verbal communication skills.
  • Strong organizational skills and attention to detail.
  • Proven ability to maintain confidentiality and exercise discretion.
  • Demonstrated ability to manage multiple priorities and work independently.

 

Preferred:

  • Experience working in libraries, nonprofit organizations, or government agencies.
  • Familiarity with board governance and public meeting requirements.

How to Apply:

Interested candidates should submit an employment application, letter of interest, resume, salary requirements and 3 professional references to Sandra Fortner, HR Director 180 W. Spring St., New Albany, IN 47150 or via email sfortner@nafclibrary.org.

Floyd County Library is an Equal Opportunity Employer