Executive Assistant (Part Time 30 hours per week)

Description

JOB PURPOSE: The Executive Assistant provides executive support and project coordination to optimize the effectiveness of the President/CEO. This role serves as a main point of contact for the President/CEO’s key stakeholders, including Board of Directors, Executive through Operational leadership, team members, donors, and other external constituencies. Responsibilities include managing schedules, preparing communications, coordinating internal processes, responding to requests and coordinating specified projects. The position necessitates a high level of professionalism and discretion.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Act as the point of contact and liaison between the President/CEO and Board members, staff, funders, partners, and other key stakeholders, ensuring timely and effective communication.
• Draft, proofread, and manage correspondence, reports, and presentations on behalf of the President/CEO, upholding the highest standards of clarity, accuracy, and professionalism.
• Manage the President/CEO’s calendar, including scheduling and confirming internal and external appointments, coordinating meeting logistics, preparing necessary materials and assisting the President/CEO in time management.
• Provide strategic administrative support to the Board of Directors and Board committees, including managing the board portal, coordinating meetings, preparing agendas and materials, and documenting actions and follow-up items.
• Lead the planning and execution of board and senior leadership-level meetings, ensuring seamless logistics, accurate records, and timely distribution of materials.
• Support the development and implementation of strategic priorities by improving workflows, anticipating needs, and identifying opportunities for enhanced efficiency in the executive office.
• Organize and manage the President/CEO’s daily, weekly, and quarterly priorities, ensuring alignment with organizational goals and optimizing the use of executive time.
• Conduct research, track follow-up items, and assist with problem-solving on key issues requiring executive attention; provide thoughtful recommendations and draft appropriate responses as needed.
• Collaborate with the leadership team on special initiatives, projects, and events, offering administrative and strategic support to advance the organization's mission.
• Develop and maintain systems for filing and recordkeeping of organizational documents, board materials, and other confidential information.
• Contribute to internal communications by supporting creative agenda planning, presentation design, annual reports, and logistics for monthly team member meetings and internal events.

SUPERVISION: N/A. This position does not provide supervision to any team members.

Requirements

  Minimum Education and Experience

• High school diploma or equivalent.
• Four years of experience supporting an executive, preferably in a nonprofit or mission-driven organization.
• Exceptional written and verbal communication skills, with the ability to draft clear, concise, and persuasive correspondence and reports.
• Demonstrated ability to manage multiple priorities, projects, and deadlines with discretion and professionalism.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Teams), and tools like Adobe Acrobat, board management software, cloud-based file systems (e.g., Google Drive, SharePoint) and evolving knowledge leveraging generative AI.
• Maintain a high level of discretion and confidentiality when handling sensitive information and executive communications.
• Strong interpersonal skills and the ability to build relationships across a wide range of stakeholders.

Knowledge, Skills and Abilities  

• Strong understanding of executive office operations, governance practices, and organizational management within nonprofit or mission-driven settings.
• Familiarity with board relations and experience supporting board and committee operations.
• Knowledge of information management systems, including board portals, shared drives, and digital filing systems.
• Understanding of time management principles and workflow optimization in an executive environment.
• Excellent organizational and project management skills, including the ability to track details, manage complex calendars, and coordinate multiple concurrent priorities.
•  Strong analytical skills with the ability to anticipate challenges, propose solutions, and adapt to evolving needs.
• Ability to plan and execute meetings and events, including logistics, agendas, materials preparation, and follow-up.
• Build strong, collaborative relationships with internal team members, board members, and external stakeholders.
• Work independently and exercise sound judgment while managing competing demands and tight deadlines.
• Prioritize effectively and remain calm under pressure, with the flexibility to adapt to changing priorities and urgent requests.\
•  Take initiative and identify opportunities to improve processes and systems that support the effectiveness of the President/CEO and leadership team.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT:

Must be able to perform the primary duties and responsibilities of the position with or without reasonable accommodation.

Physical Demands:  

• Ability to use a PC/laptop, requiring repetitive motion of fingers, hands and wrists. 
• Required to occasionally move about in an office environment to access file cabinets, printers, etc., and remain in a stationary position for extended periods of time.
• Ability to lift light materials and equipment in the typical office environment (up to 15 pounds).
• Ability to be on video calls, with camera on, for all meetings. 

Work Environment:

• Typical office environment
• Work schedule: Occasional evenings and/or weekends will be required (workweek will be adjusted accordingly).
• Travel requirements: Position will be expected to travel throughout the Twin Cities metro area to attend meetings and other events. 
• Location/structure of work: Position is hybrid; employee will be expected to work in the TCR office weekly.