Job Description
State Bar Association of North Dakota
Executive Assistant
The Executive Assistant at the State Bar Association of North Dakota provides administrative and operational support to the Executive Director and staff, serving as a key liaison between the public and attorneys. This role involves managing member communications, handling financial transactions, maintaining databases, and ensuring smooth day-to-day office operations. The position requires strong organizational skills, professionalism, attention to detail, and the ability to manage multiple responsibilities.
Under the supervision of the Executive Director, the Executive Assistant is responsible for the day-to-day functions of the State Bar Association of North Dakota (SBAND) to include the following:
Top Key Responsibilities
0. General Bar Activities
o Manage Front Desk – greet visitors
o Handle Public and Member Inquiries, serving as a primary point of contact for incoming phone calls, assessing caller needs and route inquiries to the appropriate staff with professionalism and efficiency.
o Interact effectively with judges, attorneys, board members, public and staff.
o Work independently with minimal supervision and prioritizing tasks effectively while managing multiple responsibilities and deadlines.
o Open the mail, stamp date of receipt, and distribute to the appropriate staff personnel
o Daily monitor the [email protected] and [email protected] mailboxes and YourMembership (Association Management Software) Contact Forms submitted through SBAND’s website
o Assist Executive Director and other SBAND Staff as required
o Responsible monitoring and ordering supplies for office
o Assist in the upkeep of departmental files including SBAND, North Dakota Bar Foundation (NDBF), Client Protection, IOLTA and other information as required
o Oversee management of equipment (copy machine, telephones, etc.)
o Update emails in Informz/Higher Logic
o Assist members with YourMembership/Higher Logic log in issues
o Assist members with requests and resources to the appropriate SBAND staff
o Coordinate certified mailing projects
o Update SBAND Forms as required
o Maintain Master Calendar, arrange use of facilities as needed, arrange travel as needed, coordinate conference calls
o Serve as point of contact for NRG Technologies for staff issues with technical difficulties
o Perform other similar or related duties which may not be specifically included within this position description, but which are consistent within the general level of the job and the responsibilities described.
1. Assist in Financial Activities
o Prepare checks for deposit.
o Process checks and credit card payments, reconcile payments with payment processing system, and CPAs.
o Run financial reports, submit Account Receivables to accountants, and monitor unpaid invoices.
o Reconcile credit card (Affinipay) and check receipts and provide them to Executive Director and contract CPAs
o Monitor unpaid invoices as reflected on YourMembership and contact parties for payment
o Record NDBF donations in YourMembership as required
2. SBAND News and Social Media
o Demonstrate excellent verbal, grammar, proofreading, and editing skills for correspondence, reports, and email communications.
o Draft, schedule, coordinate and distribute mass email communications (blasts) to members using designated platforms, ensuring clarity, compliance, and timely delivery.
o Assist Executive Director (and staff as required) in distribution of News from SBAND and posting news on social media entities
o Submit information to Clearwater Communications as requested for the Quarterly Gavel Magazines
o Proof editions of Gavel magazines before submission for print
3. Maintain Website and Database/ Technology Proficiency
o Demonstrate advanced skills in Microsoft Office (especially Outlook, Word, and Excel).
o Utilize and maintain member database systems with accuracy and efficiency.
o Accurately enter new member information into the database, update existing records as needed, and ensure data is current, complete, and properly categorized.
o Post information on SBAND Website as directed by Executive Director and staff
o Update membership information in YourMembership as required (including scanning information and posting to membership profiles)
o Serve as point of contact for service requests and update projects for website
o Assists CLE Director in CLE programs and activities as required
o Create profiles in YourMembership for new members as provided by the State Board of Law Examiners
o Serve as a point of contact for Your Membership, Starkweather, and Higher Logic for SBAND website improvement projects.
4. SBAND Programs & Other Duties
o Generate surveys via Survey Monkey as required
o Compile survey results and create survey report in pdf format
o Process mailing of Mineral Title Standards and Title Standards reference manuals
o Assist Staff Attorney and CLE Director with recording attorney attendance at SBAND CLEs (sign-in sheets), reports of compliance, and other activities as required.
o Process registrations for SBAND CLEs
o Manage a high level of confidentiality in handling sensitive information and files for the Lawyer Assistance Program
o Assist Executive Director in activities with the Judicial Nominating Committee and Fee Arbitration Program
o Assist in Annual Meeting planning activities as required
Pay: $53,000.00 - $64,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Employee assistance program
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
Work Location: In person
