Executive Administrator

Executive AdministratorWe are community builders co-creating enduring change toward a just society where every person has personal, social, and economic power. Our united system of programs, neighborhood centers, social enterprises, and partnerships connects individuals and their families across the region.The Executive Administrator (EA) provides strategic, operational, and administrative support to the President & CEO of Pillsbury United Communities. Serving as a trusted thought partner and project manager, this role strengthens the effectiveness of the President, Executive Leadership Team (ELT), and Board of Directors with executive support, organizational coordination, project management, and relationship stewardship through consistent high-fidelity support.Working in a fast-paced, mission-driven environment, the EA anticipates needs, manages multiple complex priorities, and develops systems that improve organizational effectiveness. This role balances day-to-day executive support with long-term organizational initiatives, requiring sound judgment, discretion, exceptional organization, creativity, and a collaborative, community-centered approach. The ideal candidate has nonprofit experience, a community organizing mindset, and a desire to grow as a leader while helping others succeed.Primary ResponsibilitiesStrategy & Thought LeadershipResearch nonprofit trends, best practices, and emerging opportunities, recommending operational improvements that strengthen organizational effectivenessServe as a trusted thought partner by helping the President clarify priorities, anticipate challenges, and coordinate strategic follow-throughSupport organizational rhythms that strengthen alignment, accountability, and decision-making across the Executive Leadership TeamDraft executive communications, presentations, talking points, and briefing materialsCoordinate leadership retreats, staff meetings, Board meetings, and other strategic conveningsRecommend improvements to systems, workflows, and communication practicesPursue ongoing professional development in leadership, nonprofit management, project management, and executive operationsOperations & OutcomesManage the President's priorities through strategic calendar management, meeting preparation, briefing materials, and proactive follow-up to maximize time, focus, and organizational impactEstablish and maintain consistent operating rhythms for the President, Executive Leadership Team (ELT), and key cross-functional initiatives, ensuring agendas, action items, decisions, and project documentation are organized, accessible, and followed throughCoordinate Board governance and executive operations by preparing meeting materials, managing logistics, supporting Board committees, maintaining governance documentation, and partnering with the President and Board Chair to ensure effective Board engagementLead and coordinate multiple cross-functional projects simultaneously, developing project plans, monitoring milestones, identifying risks, and ensuring deliverables remain on track across departmentsDevelop, maintain, and continuously improve project management, documentation, and administrative systems that strengthen collaboration, accountability, and organizational effectivenessPartner with the President to manage executive communications, including email workflow, meeting requests, invitations, and correspondence, ensuring timely responses and appropriate follow-upCoordinate travel, executive scheduling, and logistical support for meetings, speaking engagements, and community events, while leading the planning and execution of small executive-hosted events and supporting larger organizational events as neededMaintain organized executive records, files, contracts, correspondence, and operational documentation that preserve institutional knowledge and support efficient decision-makingIdentify opportunities to improve workflows, reduce administrative burden, and strengthen systems that increase the capacity and effectiveness of the Executive OfficeCoordinate procurement of executive office supplies, equipment, and operational resources as neededStrive to ensure that routine administrative support and event coordination comprise no more than approximately 50% of the role, allowing meaningful capacity for strategic coordination, project management, and organizational improvementPeople & Community DevelopmentBuild and sustain trusted relationships across PUC, serving as a connector between the President, staff, Board members, and community partnersSupport the President in cultivating meaningful relationships with community leaders, funders, elected officials, and strategic partners that advance PUC's missionCoordinate Board member engagement, onboarding, orientation, and ongoing stewardship while maintaining resources that support effective governance and Board developmentDeepen organizational knowledge by regularly engaging with programs, staff, and community initiatives to strengthen executive decision-making and organizational alignmentAssess executive engagement and stakeholder relationships through periodic analysis of the President's calendar and community interactions, identifying opportunities to strengthen partnerships and organizational impactFoster a culture of collaboration, learning, and shared leadership by strengthening communication and connections across the organizationIdentify and maintain a database of community development programs (or) initiatives offered by other nonprofits, universities, and governmental agencies as a reference source for the President and ELTFinancial ManagementMonitor and manage budgets associated with the Office of the President and Board of Directors and provide quarterly reportsProcess and coordinate executive office expenses, contracts, invoices, reimbursements, and vendor payments in accordance with organizational policiesSupport annual Board giving commitments and related documentationSupport budget planning, tracking, reporting, and reconciliation for the President and Board activitiesDevelop a working knowledge of nonprofit financial management and governance practices to effectively support executive decision-makingIdentify and recommend opportunities to improve administrative processes that contribute to responsible stewardship of organizational resourcesRequired Skills & ExperienceFive or more years supporting senior executives or complex cross-functional initiativesExperience in nonprofit, philanthropic, public sector, or mission-driven organizationsExperience with board governance, organizational initiatives, and project managementExperience in community organizing, civic engagement, advocacy, or community developmentExceptional organizational, facilitation, and project management skillsExcellent written and verbal communication skills adaptive to circumstances and contextsStrong judgment, discretion, and confidentialityAbility to manage competing priorities in a fast-paced environment and work independentlyAbility to build collaborative relationships across diverse stakeholdersAdvanced proficiency in Microsoft Office and comfort learning new technologiesFlexibility to work evenings and weekends as neededAbility to be creative and flexibleAble to build positive, nonjudgmental relationships with communityUnderstanding of appropriate personal boundaries and professional ethicsInterest in leadership development and continuous professional growthDesired SkillsMeticulous attention to detail in all aspects of work requiredPassion for what's possibleClear sense of personal purpose and strong sense of initiativeCommitment to social justiceCreative problem-solverClear communicator and relationship builderAbility to navigate uncertaintyBenefitsBenefits are offered to all regular employees who work at least 20 hours a week. Our benefits package includes health insurance, dental insurance, vision coverage, employer paid short term and long-term disability, employer paid life insurance, health saving account (HSA) option, flexible spending account (FSA) option, retirement plan option with an employer match, paid time off and floating holidays, and 18 paid holidays.A Note To Potential Candidates:Studies have shown that women, trans, non-binary folks, and Black, Indigenous, People of Color are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that's okay. We would strongly encourage you to apply, even if you don't believe you meet every one of the qualifications described.Affirmative Action/EEO StatementAs an Equal Opportunity Employer, Pillsbury United Communities is intentional about its responsibility of maintaining an equitable environment that is inclusive and welcoming. We hire, support, and promote talented individuals using a process that is fair and equitable to all that apply. We believe differences such as age, race, culture, ability, and sexual orientation are valuable and an asset to our organization, and employees are protected from reprisal. All applicants will receive consideration for employment regardless of their race