Utah Inland Port Authority develops logistics infrastructure and strategies designed to support sustainable economic growth across Utah. Founded in 2018, the government organization works with local communities to strengthen the state’s role in global industry while considering long-term environmental and quality-of-life impacts. Its work combines logistics planning, technological advancement, accountability, and environmental stewardship.
Board Secretary and Executive Assistant, Utah Inland Port Authority Hybrid
Support Utah Inland Port Authority governance and executive operations through board administration, meeting coordination, scheduling, and records compliance. Manage statutory notices, official documentation, stakeholder support, and GRAMA-related records responsibilities.
Description
- Deliver confidential, senior-level administrative support to the Executive Director, UIPA Board of Directors, and leadership team
- Act as the primary custodian of board governance records and support compliance with OPMA and UIPA statutory obligations
- Prepare agendas and public notices, and coordinate meeting logistics, facilities, catering, supplies, and technical needs
- Arrange participation for onsite and virtual meetings and resolve audio, video, and other technical problems
- Attend board and committee meetings and prepare, finalize, and publish official minutes
- Create required audio and video recordings for public release and secure internal recordkeeping
- Maintain a searchable archive of signed board resolutions and ordinances
- Coordinate board member onboarding and departure processes, including orientation, governance training, and disclosures
- Administer the Executive Director’s calendar, appointments, meetings, and travel arrangements
- Screen incoming calls and visitors and route resulting action items to the appropriate personnel
- Process travel expense reimbursements, meeting stipends, and per diem payments
- Act as backup certified UIPA Records Officer and manage GRAMA requests
- Provide administrative coordination for subsidiary organizations and committees
- Prepare and edit reports and electronic communications
- Welcome and support government representatives and private-sector partners
- Monitor state legislative sessions relevant to UIPA’s mandate and operations
Requirements
- Bachelor’s degree in business administration, communications, public administration, or a related discipline is preferred
- At least five years of executive administrative support experience, preferably with a Utah state or local government organization
- Obtain and retain Utah State Archives Records Officer Certification within 90 days of hire
- A Utah Notary Public commission, or the ability to obtain one within 90 days, is preferred
- Working knowledge of Utah statutes and administrative rules
- Strong professional writing skills
- Experience configuring and running hybrid meetings
- Proficiency with video meeting tools such as Zoom and Google Meet
- Basic ability to diagnose audio and visual equipment issues
- Thorough knowledge of OPMA, UIPA statutes, GRAMA obligations, and parliamentary procedure
- Advanced skills with office productivity software, Google Workspace, document management systems, and web publishing tools
- Ability to monitor legislative sessions and laws affecting the authority
- Discretion in handling confidential and sensitive information
- Willingness to work occasionally outside standard business hours
- Ability to travel on a limited basis as needed
- Ability to type quickly and operate computers effectively
- Ability to remain seated or stationary for extended board meetings
Benefits
- UIPA covers the full premium for its high-deductible health plan
- UIPA covers at least 91% of premiums for traditional medical plans
- At least $1,298 per year in employer HSA contributions
- Utah Retirement Systems pension and 401(k) options
- 401(k) matching through Utah Retirement Systems
- Access to an onsite fitness center
- Paid parking
- 13 paid holidays
- Generous vacation and sick leave
- Employee Assistance Program
- Hybrid work eligibility with limited telework
- Professional development opportunities and defined career progression
- Projects with generational impact and an innovation-focused culture