Van Buren Company is hiring: Executive Assistant in Paw Paw

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.

Principal 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.

1. 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.
2. 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.
3. 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.
4. 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. 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).