Executive Assistant

JOB TITLE: Executive Assistant JOB CLASS: Exempt, Full-Time (40+ hours) DEPARTMENT: Human Resources REPORTS TO: Director of Human Resources LOCATION: Bloomington, with regular presence across Bridging's Roseville and Plymouth locations SALARY: $60,000 - $70,000 BENEFITS Bridging offers competitive benefits, including but not limited to: Group Health Insurance Dental Insurance Life Insurance (Basic and Voluntary 401(k) Retirement Plan with employer match Long Term Disability Flexible Spending Account (FSA) Health Savings Account (HSA) Paid Time Off (PTO) Paid Holidays Volunteer Time Off (VTO) Employee Assistance Program (EAP) Paid Educational Training Bridging Clothing Allowance ORGANIZATIONAL SUMMARY Bridging, a 501(c)(3) nonprofit organization serving the Twin Cities Metro Area, empowers people to thrive in their homes by providing quality furniture and household goods for those pursuing housing stability. Since its founding in 1987, Bridging has served approximately 120,000 households (more than 345,000 individuals) and has helped reduce landfill waste by approximately 15 million pounds annually. Operating from its locations in Roseville and Bloomington, Bridging is fueled by volunteers and community donations of essential household items. More than 200 social service agency partners refer clients to Bridging, with nearly half of those served being children under 17 years old. A note about Bridging's commitment to anti-racism and recruiting As we grow, our commitment is to intentionally build a team that reflects the ethnic, racial, and cultural diversity of the individuals, families, and communities we serve. Bridging is an equal opportunity employer that embraces diversity, and we encourage qualified applicants of all racial, ethnic, 2SLGBTQIA+ identities, and other groups to apply. We believe that creating an inclusive environment based on respect, trust, and service is integral to how we serve our clients, support our team, and achieve our mission. THE OPPORTUNITY The Executive Assistant is responsible for supporting the executive team and overseeing the daily operations of the organization’s administrative offices and facilities across multiple locations. This position ensures the organization operates efficiently by managing vendors, office systems, facilities, equipment, procurement, executive and board support, emergency preparedness, and administrative operations. The Executive Assistant partners closely with Human Resources, Finance, and organizational leadership to provide exceptional operational support while maintaining safe, organized, and well-functioning work environments. KEY RESPONSIBILITIES Essential Duties and Responsibilities Provide support for Executive Team Coordinate the Executive Directo's schedule and meetings for executive team members Manage special projects assigned by the Executive Director and maintain strategic project tracker Respond to and follow up on telephone and email communications Board Support Coordinate board meetings and material preparation. Maintain board records and documentation. Assist with governance documentation. Office Operations Oversee daily office operations across multiple organizational locations. Maintain a regular presence at each site to ensure consistent standards and operational effectiveness. Ensure incoming mail is processed and distributed. Manage the organization’s office equipment including postage meter, copiers, and phone system. Coordinate office and warehouse supply ordering and inventory, including office furniture and equipment. Coordinate office moves and workspace/IT setup. Maintain kitchen and breakroom operations, including dishwasher schedules and quarterly refrigerator clean-outs. Coordinate scheduling and catering/meals for staff meetings, leadership meetings, board meetings, and organizational events. Facilities Management In collaboration with warehouse leaders, oversee maintenance and appearance of all office locations. Oversee security systems, building access, keys, and badge management. Manage organizational clothing inventory and ordering processes. Vendor & Contract Management Coordinate vendor contracts, performance reviews, and renewals including cleaners, IT, equipment (phone, copiers, postage, etc.) clothing, insurance, etc. Serve as primary contact for vendors. Monitor vendor performance and service levels. Emergency Preparedness & Risk Management Maintain organizational emergency preparedness plans. Coordinate fire, tornado, severe weather, active shooter, and other emergency response plans. Schedule emergency drills and coordinate training. Maintain business continuity documentation. Records & Compliance Maintain the organization’s document retention program. Ensure compliance with records management policies. Coordinate secure document destruction. Cross-Functional Collaboration Partner closely with Human Resources on employee onboarding logistics, workspace preparation, office equipment, and organizational events. Partner with Finance on purchasing, budgeting, vendor payments, insurance matters, and capital purchases. Support organization-wide initiatives that improve operational efficiency and employee experience. QUALIFICATIONS Education Associate’s or Bachelor’s degree in Business Administration, Operations Management, or related field preferred. Experience Five or more years of progressively responsible office management, facilities management, or operations experience. Experience supporting executive leadership and boards preferred. Multi-site management experience preferred. Experience managing vendors and contracts. Knowledge, Skills & Abilities Deep commitment to Bridging's vision, mission, and values. Demonstrated commitment to DEIB principles, with experience fostering inclusive, cross-cultural environments. Growth mindset — resourceful, adaptable, and always looking for the next improvement opportunity. Exceptional organizational and project management skills. Strong customer service mindset. Excellent written and verbal communication skills. Ability to prioritize multiple projects simultaneously. Strong attention to detail. Ability to anticipate needs and solve problems independently. Ability to build productive relationships across departments. High level of professionalism, discretion, and confidentiality. Strong negotiation and vendor management skills. Proficiency with Microsoft Office and office technology systems. Physical Requirements Ability to travel regularly between organizational locations. Ability to lift up to 30 pounds occasionally. Ability to move office furniture and supplies as needed. Work Environment This position operates in office and warehouse environments across multiple organizational locations and requires regular travel between facilities. #J-18808-Ljbffr