Executive Assistant

I. Identifying Information: Job Title: Executive Assistant Location: Administrative Offices Reports to: Executive Director II. Job Summary: The Executive Assistant plays a key role in carrying out a range of administrative functions to help Clare Housing meet its mission. This position is responsible for assisting the Executive Director with day-to-day support and other members of the Senior Leadership Team with projects when applicable. The Executive Assistant will also oversee general office operations to ensure day-to-day functioning, coordinate staff engagement, serve as the intake contact for new volunteers, and provide administrative support to the Board of Directors. This position is a great fit for someone with strong initiative and follow-through, who wants to make a positive impact on the agency at large. There are ample opportunities for professional development and growth. The hourly range is based on skills, qualifications, and experience: $27 - $31/hour. This is a full-time hourly position at 40 hours per week and may require occasional non-standard hours (evenings or weekends for relevant activities). Benefits include Medical, Dental, Vision, 4% match of 403(b) retirement fund, starting at four weeks of Paid Time Off in year one, and more. The position is based on-site in Northeast Minneapolis. III. Duties and Responsibilities: Executive Director Support (40% of time) Provide comprehensive administrative support to the Executive Director, including calendar and email management, meeting coordination, and travel arrangements. Coordinate scheduling and logistics for internal and external meetings. Track key projects, deadlines, and follow-up items to ensure timely completion. Support preparations for various reports, presentations, and other materials. Serve as a point of contact for inquiries directed to the Executive Director and prioritize communications as appropriate. Manage confidential and sensitive information with discretion and professionalism. Other duties as assigned. Volunteer Intake Coordination (25% of time) Serve as the primary administrative contact for volunteer inquiries and applications. Coordinate volunteer intake, screening, onboarding, orientation and training processes. Ensure a smooth handoff to and ongoing communication with site staff when volunteers are placed. Maintain accurate volunteer records, files, and participation data. Communicate regularly with prospective and active volunteers regarding opportunities and organizational updates. Collaborate with program staff to align volunteer placements with organizational needs. Engage in ongoing outreach strategies to increase recruitment and engagement as time allows. Solicit volunteer feedback and use to inform ongoing improvement of program. Manage volunteer recognition. Board of Directors and Senior Leadership Admin Support (15% of time) Coordinate and prepare for Board of Directors and committee meetings, including scheduling, agendas, and meeting materials. Prepare and distribute board packets, reports, minutes, and supporting documentation using the Board web-based portal, email, and other modes when applicable. Facilitate annual Board Orientation (supported by the Executive Director). Maintain board records, contact information, and governance files. Support various other Board-related needs and inquiries. Provide administrative support to senior leadership team meetings, strategic initiatives, and stand-alone projects. Support governance, compliance, and annual planning activities as needed. Staff Engagement (10% of time) Support employee engagement initiatives that promote a positive and inclusive workplace. Assist in the development and lead the management of the annual plan and budget for staff engagement activities. Manage staff-related events and logistics including scheduling, coordinating with facilitators, technology prep, food planning, etc. Conduct outreach to solicit donations of event opportunities for staff (sporting events, state fair tickets, theater events, etc.). Help maintain internal communication channels and distribute organizational announcements and meeting notes or other information as needed. Communicate with HR on recommendations, attendance trackers, and other pertinent information. Administrative Office Management (10% of time) Manage the office supplies, equipment, and various office needs. Serve as the contact for administrative vendors. Coordinate office cleaning and distribute clear communication about office policies. Process the daily mail. Assist with the development and maintenance of administrative processes, including how to maintain organizational records, databases and filing systems. IV. Position Requirements: Education and Experience: Associate's or Bachelor's degree in Business Administration, Nonprofit Management, Communications, or related field, OR equivalent experience. Experience supporting executives, boards and/or volunteers is highly preferred. Experience in nonprofit organizations or mission-driven environments with a strong track record of handling multiple responsibilities is highly preferred. Experience working in HIV/AIDS, mental and chemical health, and/or with people experiencing homelessness is preferred. Knowledge, Skills and Abilities: Strong organizational, project coordination, and time management skills. Excellent written and verbal communication abilities. Proficiency in Microsoft Office 365, Teams, Outlook, SharePoint, and other office technology platforms. Ability to manage multiple priorities while maintaining attention to detail and confidentiality. Ability to motivate others and to foster a sense of teamwork throughout the organization. Ability to effectively represent Clare Housing to staff, volunteers, community officials, funders, and the general public. Ability to show compassion and patience when interacting with staff and clients. Ability to maintain professional boundaries and ensure confidentiality. Ability to work independently and exercise good judgment. Licenses and/or Certifications: Driver’s License, State ID or Passport Access to reliable vehicle and ability to maintain good driving record and insurance levels, as directed by the agency, to fulfill job duties that require travel in the community. * Individuals with lived experience or a passion for working with our target populations (Gay/Bi/MSM/Queer, Indigenous/Native, Transgender, African American, multi-racial communities, HIV positive people) are encouraged to apply. V. Working Conditions and Environment: This position is located in a supportive housing building for adults living with HIV/AIDS and other disabilities. Many of the residents are formerly homeless individuals. The building is accessible and smoke free. This position works during normal business hours which may include evening and weekend hours. The work of this position requires some travel to multiple program locations locally. All employees are expected to work effectively in a person-centered organization whose residents and staff exhibit significant diversity with respect to age, race/color, disability, marital status, national origin, religion, sex, gender identity, sexual orientation, familial status, genetic information or veteran’s status. Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. #J-18808-Ljbffr Minnesota Council of Nonprofits