DOUGLAS COUNTY LIBRARIES - Executive Assistant

Location: USA - CO - Castle Rock

• Supports the Library Director and Executive Team’s administrative and clerical needs meeting minutes and note taking, filing, documentation, expense reports, communications (voice mail, phone, email, etc.) and travel arrangements.
• Answers phones for Library Director. Takes messages or fields/answers all routine and non-routine questions.
• Engages as an active participant and member of the District’s Executive Team.
• Creates positive experiences for library guests and internal customers; presents a positive image of the library in attitude, communications, and appearance.
• Supports the Library Director and Executive Team’s scheduling and calendar needs meetings, retreats, time distribution, appointments, and room assignments.
• Supports the library’s governing Board of Trustees – legal requirements, notices, bylaws and policies management and requests for information.
• Acts as the Board’s recording secretary for meeting minutes and action documentation.
• Facilitates Board communications, committees, and meetings.
• Assists the Board in the evaluation of the Library Director.
• Develops familiarity and a professional working knowledge of library policy and procedures. Works with the Library Director to craft, edit, and maintain library policies and procedures.
• Coordinates and plans annual manager's retreat and Board of Trustee's retreat.
• Acts as liaison and facilitator for internal meetings and strategy sessions.
• Acts as liaison and facilitator for community, corporate, and governmental groups and organization.
• Supports and facilitates the creation of strategic plans, annual tactical plans, and outcome measures.
• Acts as coach and filter for the Library Director and Executive Team to raise personal and organizational performance.
• Performs special projects as directed by the Library Director and Executive Team.
• Maintains effective working relationships with other governmental agencies, civic organizations and professional organizations in support of the Library Director and library district goals. Working with the Associate Director of Finance, develops an annual budget for the Executive team (Library Director, Board of Trustees, Associate Director of Community Service and Executive Assistant).
• Performs other work duties as assigned.

• Ability to work independently required.
• Ability to develop and maintain effective working relationships with Board of Trustees, Associate Directors, Managers, staff, and public required.
• Strong interpersonal skills, including both written and verbal communication, problem solving, and planning required.
• Ability to use tact and diplomacy, and professionalism required.
• Excellent computer and technical skills, word processing, and spreadsheet skills.
• Strong knowledge of MS products (work processing, spreadsheets, and presentation applications), the Internet, social networking systems and other emerging technologies is required. Requires the ability to make informed recommendations in the areas of automation of administration practices.
• Strong organizational skills. Excellent attention to detail is required.
• Excellent project management skills are required. May occasionally assist other departments with project management initiatives.
• Must have the ability to learn and become proficient in functions required to perform job duties, working effectively independently or as part of a team to complete tasks as assigned.
• Must communicate effectively using English. Must read, write and understand English at a level appropriate to the position.
• Computer Skills: Must demonstrate proficiency in computer use including Internet, email, Microsoft Office Products. Keyboard skills required at an equivalent of typing 50 words per minute with minimal errors. Must be able to learn and become proficient with equipment and software programs as required to effectively and efficiently perform assigned duties.

• Education: An Associate’s degree is required. A Bachelor's degree is preferred.
• Experience: A minimum of two years’ experience holding a senior level office administrative position.