Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level administrative support for a non-profit organization in White Bear Lake, Minnesota. This Contract position is well suited for a resourceful, detail-oriented individual who can manage competing priorities, operate independently, and keep executive operations running smoothly. The role will support leadership through meeting coordination, document preparation, communication follow-up, and day-to-day office administration.

Responsibilities:
• Review the executive’s schedule at the start of each week and prepare meeting spaces, materials, and technology for both in-person and virtual sessions.
• Coordinate board-related activities by organizing agendas, maintaining records, and ensuring committee documentation is accurate and up to date.
• Prepare and distribute meeting packets and supporting materials, including agenda items and related documents, within established timelines.
• Assist in developing leadership reports by gathering information, updating dashboards, and organizing content for executive review.
• Maintain board and committee files by entering data, tracking updates, and supporting orderly record management.
• Monitor incoming mail each day, sort correspondence, and highlight items that require prompt attention.
• Communicate with external vendors to follow up on open items, confirm details, and support ongoing administrative needs.
• Provide dependable administrative support in an autonomous work environment while managing multiple tasks with minimal supervision.• Prior experience supporting senior leaders, executives, or an executive director in an administrative capacity.
• Demonstrated ability to work independently and manage responsibilities without close daily oversight.
• Strong proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
• Comfort using technology tools, including AI-assisted applications such as Copilot, for administrative support tasks.
• Experience coordinating calendars, executive meetings, and related scheduling logistics.
• Ability to prepare drafts, maintain filing systems, and handle high-volume data entry with accuracy.
• Strong organizational skills with the ability to manage confidential information and multiple deadlines effectively.