Executive Administrative Assistant

Description

Job Summary: Under the direction of the Chief Executive Officer, the EAA provides high-level administrative, operational, governance, and coordination support that promotes efficient and effective organizational operations. The position serves as a central coordination point for board administration, volunteer compliance, facilities support, executive support, and shared services functions.

The position works collaboratively with agency leadership, Human Resources, Finance, Information Technology, and Property Management to ensure organizational processes, administrative systems, and operational activities are coordinated effectively. The position is responsible for maintaining accurate records, supporting compliance requirements, coordinating organizational logistics, and providing administrative support for agency operations.

This position regularly handles confidential and sensitive information and exercises discretion and sound judgment in carrying out responsibilities.

Essential Functions:

Administrative Support Executive Office (CEO, COO, CFO)

• Provide high-level administrative support to the CEO, COO, and CFO, including calendar management, scheduling, meeting coordination, and preparation of materials.

• Coordinate internal and external meetings on behalf of executive leadership, including logistics, agendas, supporting documents, and follow-up activities.

• Draft, prepare, and proofread correspondence, presentations, reports, and other materials on behalf of executive leadership.

• Serve as an administrative liaison between executive leadership and staff, board members, community partners, and other internal and external stakeholders.

• Anticipate executive administrative needs, track action items and deadlines, and support follow-through on priorities while exercising discretion with confidential and sensitive information.

Board Administration & Governance Support

• Coordinate board and committee meeting logistics, scheduling, and administrative support.

• Prepare and distribute board packets, meeting materials, agendas, and supporting documentation.

• Record and maintain board and committee meeting minutes.

• Maintain board records, attendance records, committee rosters, and governance documentation.

• Coordinate board communications and meeting logistics.

• Support governance-related administrative processes and record retention requirements.

Volunteer Compliance & Administration

• Maintain volunteer records and documentation.

• Coordinate volunteer applications, onboarding documentation, confidentiality agreements, waivers, and required forms.

• Conduct and document volunteer background checks and compliance activities.

• Maintain volunteer databases and records.

• Track volunteer service hours and prepare volunteer participation reports.

• Coordinate volunteer compliance processes in collaboration with program staff.

Administrative Operations

• Coordinate agency meetings, scheduling activities, and administrative logistics.

• Provide administrative support for organizational initiatives, projects, and operational activities.

• Prepare correspondence, reports, presentations, forms, and other administrative documents.

• Maintain organizational records and filing systems.

• Assist with records management and documentation retention practices.

• Coordinate administrative communications and information distribution.

• Greet guests that enter the suite when sitting at the front desk.

Human Resources, Finance & IT Support

• Provide administrative support for Human Resources activities including onboarding, offboarding, filing and personnel record management, interview scheduling, and training logistics.

• Assist employees with routine Human Resources and Finance inquiries and direct inquiries to appropriate staff as needed.

• Support invoice coding, procurement processes, purchasing documentation, and expense reporting activities.

• Coordinate technology requests, equipment tracking, inventory management, and IT-related administrative support.

• Support organizational procurement and purchasing activities within authorized limits.

Purchasing & Procurement

• Purchase office and operational supplies within authorized spending limits.

• Coordinate vendor orders, quotes, purchasing documentation, and procurement records.

• Maintain purchasing and vendor records.

• Support organizational purchasing and procurement processes.

Organizational Support

• Identify opportunities to improve administrative and operational processes.

• Participate in organizational improvement initiatives and projects.

• Assist with compliance monitoring and documentation requirements.

• Participate in staff meetings, training activities, and agency initiatives.

• Perform other duties as assigned.

Supervision : This position does not directly supervise staff, volunteers, or interns. Works under the direction of the CEO. The Executive Team, Directors of Human Resources, Planning and Administration and Project Manager, Agency Initiatives may provide coordination and guidance related to administrative processes and organizational procedures.

Safety : Responsible for conducting all duties in a safe manner and supporting agency safety practices.

Qualifications:

Education and Experience:

• Associate degree in Business Administration, Office Administration, Public Administration, Nonprofit Management, or a related field preferred.

• Minimum of three years of progressively responsible experience in administrative coordination, operations support, executive support, board administration, or a related field.

• Experience supporting executive leadership, Human Resources, Finance, Facilities, Governance, or Operations functions preferred.

• Equivalent combinations of education and experience may be considered.

Abilities and Skills : In order to be successful in this position, the person will at minimum need to possess the following abilities and skills:

• Knowledge of administrative and operational support practices.

• Knowledge of board administration, records management, and organizational processes.

• Strong organizational and project coordination skills.

• Ability to manage multiple priorities and deadlines.

• Strong written and verbal communication skills.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Strong attention to detail and accuracy.

• Ability to work independently and collaboratively.

• Proficiency with Microsoft Office, Google Workspace, databases, and organizational software systems.

• Ability to learn and effectively utilize multiple technology platforms and systems.

• Ability to exercise sound judgment and problem-solving skills.

• To ensure compliance with program requirements, and safety of staff and clients, the ability to communicate effectively in English, both verbally and in writing is required.

Physical Requirements: Normal office physical exertion required.

Mental Requirements: This position requires the ability to prioritize multiple tasks, maintain accuracy while managing competing demands, exercise independent judgment, and handle confidential information appropriately.

Environmental Requirements: Normal office environment with occasional movement throughout agency facilities and community locations.

Benefits :

Department: Administration

Starting Hourly Wage Range: $24.51/hr - $30.82/hr

Locations: Syndicate Headquarters - 450 Syndicate St N St. Paul, MN 55104

Schedule: Monday-Friday, 40 Hours/Week, Full Year, Full Time, Regular

Syndicate Headquarters - Mon-Fri 9:00am-5:00pm

Hybrid Capability: This position has 20% (8 hours per week) hybrid capability.

Posting Dates : 9/15/26 - 9/25/2026

Benefits: Community Action offers a benefits package for eligible part-time employees, including paid time off (PTO), retirement plan participation, employee discount programs, and more. Employees who regularly work 20 or more hours per week may become eligible for additional benefits, including health, dental, and vision insurance, based on eligibility requirements.

Background Checks: Community Action conducts criminal background checks at the time of hire. Not all backgrounds are a barrier to employment.

Community Action Partnership of Ramsey and Washington Counties is an Equal Opportunity (EEO) Employer. We recruit, select, hire, place, transfer, promote, demote, layoff, discipline, terminate, recall, compensate, and train without regard to race, religion, creed, color, national origin, age, gender, gender identity, sex, sexual orientation, familial status, disability, veteran status, status with regard to public assistance, membership or activity in a local human rights commission, or any other basis protected by applicable laws, directives, and regulations of federal, state, and local governing bodies or agencies. We will provide reasonable accommodation to applicants and employees with disabilities whenever possible.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights ( notice from the Department of Labor.