Administrative Assistant to the Executive Director (Communications Focus)

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Van Buren Township, MI

Van Buren Township

<h4><strong><em>A message from Nicole Sumpter, Director of Human Resources&nbsp;</em></strong><br /> &nbsp;<br /> Thank you for applying for our current job openings. We appreciate your interest in working with us. Due to a high volume of resumes received, we want to confirm that&nbsp;<strong>we have received your resume</strong>&nbsp;if you applied directly through the "Apply For A Township Job" link under the HR tab.<br /><br /> We will review your resume within 7-10 working days. If you are selected for an interview, our HR Director will contact you via text message to schedule it. Please don't get&nbsp;discouraged if you do not receive an interview invitation. We encourage you to check our website frequently and apply for other job openings that match your skills and interests. Your resume will be kept on file for at least six months after you apply.<br /><br /> If you see a position that closely matches your skill set during this time, please email <a href="mailto:jobs@vbtmi.gov">jobs@vbtmi.gov</a> to express your interest. There is no need to reapply.</h4> https://vbtmi.gov/

keywords: position overview,the ideal candidate,employee benefits,communications & public information,administrative & office support,project & event coordination,board & governance compliance support,education & experience,required skills,driver's license,required abilities,preferred qualifications,physical abilities and work environment,environment,physical

Part-Time Up to 29 hours per week

$25 - $32 DOQ

Overview: <p class="p1"><span class="s1">The Van Buren Township Downtown Development Authority (DDA) is seeking a dedicated and detail-oriented <strong>Administrative Assistant</strong> to support the Executive Director and help advance the DDA&rsquo;s mission of promoting, enhancing, and strengthening Van Buren Township&rsquo;s business district.<span class="Apple-converted-space">&nbsp; </span></span>The Administrative Assistant provides part-time administrative and communications support to the Executive Director of the Van Buren Township Downtown Development Authority (DDA). This position plays an important role in supporting day-to-day operations, managing communications and public information, assisting with board and committee support, and helping coordinate DDA projects and events.</p> <p class="p2">The ideal candidate is organized, detail-oriented, and a strong communicator who can work independently in a small, fast-paced public sector environment.<br /><br /><strong>Employee Benefits</strong></p> <ul class="ul1"> <li class="li1"><span class="s1">4 Day Work Week Mon-Thurs </span>9:00 AM to 4:00 PM with occasional evening hours to attend events</li> <li class="li2">Part-time team members are eligible to receive <strong>4 hours of holiday pay</strong> for five major holidays<span class="s2">.</span></li> <li class="li2">Eligible for one weeks&rsquo; vacation annually (20 Hours) after one full year of employment<span class="s2">.&nbsp;</span></li> <li class="li2">Healthy Habits VBC Gym Membership</li> </ul>
Responsibilities: <p class="p1"><strong>Communications &amp; Public<span class="s1">&nbsp;</span>Information</strong></p> <ul class="ul1"> <li class="li1">Draft edit, and <span class="s1">publish</span> distribute content for DDA communications, including social media posts, newsletters, flyers, website updates, and public notices</li> <li class="li1">Maintain and update the DDA website and digital communication platforms <span class="s1">ensure timely, accurate updates</span></li> <li class="li1">Assist with development of messaging to <span class="s1">communication strategies that</span> promote DDA programs, initiatives and events<span class="s1">, and business resources</span></li> <li class="li1">Serve as a point of<span class="s1">frontline</span> contact for general inquiries from businesses, residents and stakeholder&rsquo;s <span class="s1">partners, and community members</span></li> </ul> <p class="p1"><span class="s2"><strong>Administrative &amp; Office Support</strong></span></p> <ul class="ul1"> <li class="li1">Provide <span class="s1">daily</span> administrative support to the Executive Director, including correspondence, scheduling and document preparation</li> <li class="li1">Assist with the preparation of DDA Board and committee meeting agendas, packets, and minutes <span class="s1">for the DDA Board</span></li> <li class="li1">Maintain organized digital and physical <span class="s1">records and</span> filing systems <span class="s1">(digital and physical) </span>for DDA records</li> <li class="li1">Coordinate communication with Township departments, vendors, <span class="s1">and</span> consultants and partners</li> <li class="li1">Assist with tracking invoices, reimbursements, and routine purchasing documentation</li> </ul> <p class="p1"><span class="s2"><strong>Project &amp; Event Coordination</strong></span></p> <ul class="ul1"> <li class="li1">Provide logistical and administrative support,<span class="s1"> planning and logistics</span> for DDA events, meetings<span class="Apple-converted-space">&nbsp;</span>and community engagement activities and&nbsp;<span class="s1">initiatives</span></li> <li class="li1">Assist with outreach to local businesses and stakeholders</li> <li class="li1">Help <span class="s1">collect and</span> organize data, materials, and documentation related to <span class="s1"> for </span>economic development projects and grant reporting</li> <li class="li1"><span class="s1">Coordinate vendor scheduling and project timelines</span></li> </ul> <p class="p1"><span class="s2"><strong>Board &amp; </strong></span><span class="s3"><strong>Governance</strong></span><span class="s2"><strong> Compliance Support</strong></span></p> <ul class="ul1"> <li class="li1">Assist with meeting postings and documentation in compliance <span class="s1">under</span> with the Michigan Open Meetings Act</li> <li class="li1">Maintain accurate records of board actions and follow-up items</li> </ul>
Requirements: <p class="p1"><span class="s1"><strong>Required Qualifications</strong></span></p> <ul class="ul1"> <li class="li1"><span class="s2">Associate degree in Public Administration, Communications, Business Administration, Marketing, or a related field <em>(Bachelor&rsquo;s degree preferred)</em></span></li> <li class="li1"><span class="s2">Two (2) years of administrative experience, preferably in municipal government, a DDA, nonprofit, or similar organization</span></li> <li class="li1"><span class="s2">Strong written and verbal communication skills</span></li> <li class="li1"><span class="s2">Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)</span></li> <li class="li1"><span class="s2">Experience managing organizational social media accounts</span></li> <li class="li1"><span class="s2">Ability to prioritize tasks, meet deadlines, and work independently</span></li> <li class="li1"><span class="s2">Strong interpersonal skills and customer-service orientation</span></li> <li class="li1"><span class="s2">Ability to maintain confidentiality and exercise sound judgment</span></li> <li class="li1"><span class="s2">Valid Michigan driver&rsquo;s license (or ability to obtain one)</span>Associate degree or equivalent coursework in Communications, Public Administration, Business Administration, Marketing, or a related field; or an equivalent combination of education and experience</li> <li class="li1">One (1) to two (2) years of administrative or communications experience, preferably in a municipal, nonprofit, or public-facing organization</li> <li class="li1">Strong written and verbal communication skills, including the ability to draft professional correspondence and public-facing materials</li> <li class="li1">Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)</li> <li class="li1">Experience managing or assisting with organizational social media accounts</li> <li class="li1">Strong organizational skills with the ability to manage multiple tasks and deadlines</li> <li class="li1">Ability to work independently with minimal supervision</li> <li class="li1">Ability to maintain confidentiality and exercise sound judgment</li> <li class="li1">Valid Michigan driver&rsquo;s license or ability to obtain one</li> </ul> <p class="p1"><span class="s1"><strong>Preferred Qualifications</strong></span></p> <ul class="ul1"> <li class="li1"><span class="s2">Experience with DDAs or economic development organizations</span></li> <li class="li1"><span class="s2">Knowledge of the Michigan Open Meetings Act</span></li> <li class="li1"><span class="s2">Familiarity with Canva, Constant Contact, or similar design and communication tools</span></li> <li class="li1"><span class="s2">Experience with website management or content editing systems</span>Experience working with a Downtown Development Authority, municipality, or economic development organization</li> <li class="li1">Familiarity with website content management systems and basic graphic design tools (e.g., Canva)</li> <li class="li1">Knowledge of the Michigan Open Meetings Act</li> <li class="li1">Experience supporting boards or public meetings</li> </ul> <p class="p2"><span class="s1"><strong><br />Physical Abilities and Work Environment<br /></strong></span>The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.</p> <p class="p5"><span class="s3"><strong><br />Environment</strong></span><span class="s4">: </span>The majority of work is performed in a climate-controlled office environment with a moderate noise level. However, the Administrative Assistant may be exposed to outside weather conditions which include extreme heat and humidity, below freezing cold and various forms of precipitation when executing the job responsibilities listed above.<span class="Apple-converted-space">&nbsp; </span>Occasional late evening or weekend work may be expected especially when necessary to attend special events or meetings which occur outside of normal working hours.</p> <p class="p5"><span class="s1"><strong>Physical</strong></span>: The physical demands described here are representative of those typically required of the Administrative Assistant to successfully perform the essential functions of this job.<span class="Apple-converted-space">&nbsp; </span>Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p> <p class="p3">While performing the duties of this job, the Administrative Assistant is frequently required to:</p> <ul class="ul1"> <li class="li3">Walk, sit, talk, hear and use hands and fingers to touch or feel.</li> <li class="li3">Operate a personal computer, a telephone, copier and other office equipment as required to successfully perform the job responsibilities listed above.</li> <li class="li3">Climb steps, sit or stand for extended periods of time, and walk on unpaved or uneven surfaces in performing one or many of the stated responsibilities.</li> <li class="li3">Lift or move objects weighing less than 50 pounds.</li> </ul> <p class="p5"><span class="s1"><strong>Vision</strong></span>: See in the normal visual range with or without correction.</p> <p class="p5"><span class="s1"><strong>Hearing:</strong></span> Hear in the normal audio range with or without correction.</p>