Executive Administrator

Executive Administrator

We 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 Responsibilities

Strategy & Thought Leadership

• Research nonprofit trends, best practices, and emerging opportunities, recommending operational improvements that strengthen organizational effectiveness
• Serve as a trusted thought partner by helping the President clarify priorities, anticipate challenges, and coordinate strategic follow-through
• Support organizational rhythms that strengthen alignment, accountability, and decision-making across the Executive Leadership Team
• Draft executive communications, presentations, talking points, and briefing materials
• Coordinate leadership retreats, staff meetings, Board meetings, and other strategic convenings
• Recommend improvements to systems, workflows, and communication practices
• Pursue ongoing professional development in leadership, nonprofit management, project management, and executive operations

Operations & Outcomes

• Manage the President's priorities through strategic calendar management, meeting preparation, briefing materials, and proactive follow-up to maximize time, focus, and organizational impact
• Establish 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 through
• Coordinate 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 engagement
• Lead and coordinate multiple cross-functional projects simultaneously, developing project plans, monitoring milestones, identifying risks, and ensuring deliverables remain on track across departments
• Develop, maintain, and continuously improve project management, documentation, and administrative systems that strengthen collaboration, accountability, and organizational effectiveness
• Partner with the President to manage executive communications, including email workflow, meeting requests, invitations, and correspondence, ensuring timely responses and appropriate follow-up
• Coordinate 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 needed
• Maintain organized executive records, files, contracts, correspondence, and operational documentation that preserve institutional knowledge and support efficient decision-making
• Identify opportunities to improve workflows, reduce administrative burden, and strengthen systems that increase the capacity and effectiveness of the Executive Office
• Coordinate procurement of executive office supplies, equipment, and operational resources as needed
• Strive 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 improvement

People & Community Development

• Build and sustain trusted relationships across PUC, serving as a connector between the President, staff, Board members, and community partners
• Support the President in cultivating meaningful relationships with community leaders, funders, elected officials, and strategic partners that advance PUC's mission
• Coordinate Board member engagement, onboarding, orientation, and ongoing stewardship while maintaining resources that support effective governance and Board development
• Deepen organizational knowledge by regularly engaging with programs, staff, and community initiatives to strengthen executive decision-making and organizational alignment
• Assess executive engagement and stakeholder relationships through periodic analysis of the President's calendar and community interactions, identifying opportunities to strengthen partnerships and organizational impact
• Foster a culture of collaboration, learning, and shared leadership by strengthening communication and connections across the organization
• Identify 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 ELT

Financial Management

• Monitor and manage budgets associated with the Office of the President and Board of Directors and provide quarterly reports
• Process and coordinate executive office expenses, contracts, invoices, reimbursements, and vendor payments in accordance with organizational policies
• Support annual Board giving commitments and related documentation
• Support budget planning, tracking, reporting, and reconciliation for the President and Board activities
• Develop a working knowledge of nonprofit financial management and governance practices to effectively support executive decision-making
• Identify and recommend opportunities to improve administrative processes that contribute to responsible stewardship of organizational resources

Required Skills & Experience

• Five or more years supporting senior executives or complex cross-functional initiatives
• Experience in nonprofit, philanthropic, public sector, or mission-driven organizations
• Experience with board governance, organizational initiatives, and project management
• Experience in community organizing, civic engagement, advocacy, or community development
• Exceptional organizational, facilitation, and project management skills
• Excellent written and verbal communication skills adaptive to circumstances and contexts
• Strong judgment, discretion, and confidentiality
• Ability to manage competing priorities in a fast-paced environment and work independently
• Ability to build collaborative relationships across diverse stakeholders
• Advanced proficiency in Microsoft Office and comfort learning new technologies
• Flexibility to work evenings and weekends as needed
• Ability to be creative and flexible
• Able to build positive, nonjudgmental relationships with community
• Understanding of appropriate personal boundaries and professional ethics
• Interest in leadership development and continuous professional growth

Desired Skills

• Meticulous attention to detail in all aspects of work required
• Passion for what's possible
• Clear sense of personal purpose and strong sense of initiative
• Commitment to social justice
• Creative problem-solver
• Clear communicator and relationship builder
• Ability to navigate uncertainty

Benefits

Benefits 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 Statement

As 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