Join The Team.

Apply for an Opening Below

Executive Assistant to the CEO

Job Type: Part-time

Pay: $60,000

Work Location: Hybrid remote in Minneapolis, MN 55411

Position Overview

Executive Assistant The Executive Assistant will support the executive director with calendaring, travel, expense management, meeting coordination, board meeting preparation and other administrative duties. You will have a strong background providing executive-level administrative support as well as strong project and technical skills including proficiency in Microsoft Office Suite, and the ability to use tools such as WebEx, Zoom, Teams, and SharePoint. You will be fully engaged in a wide range of department projects and initiatives. In this role, you are a direct representation of the executive director. This role can be worked in a hybrid model, partly from home and partly on site for specific events, meetings, site activities and to help represent the executive director.

Primary Duties and Responsibilities

  • Work directly with the executive director to support all aspects of her daily work routine.

  • Maintain the executive director’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.

  • Serve as a liaison between the executive director, the board of directors, the staff and the public. This includes preparing for board meetings, creating board packets and the agendas, receiving and screening the executive director’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

  • Coordinate work with other PIPCLT staff as needed; play a key role in the coordination of staff efforts both within and outside the organization.

  • Provide coordination, monitoring, and communication of projects and programs

  • Assist in project management activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration of end-users and key stakeholders.

  • Assist the executive director in the development of presentations and communication for internal and external audiences.

  • Determine priority of matters of attention for the executive director; redirect matters to staff to handle, or handle matters personally, as appropriate.

  • Keep the executive director advised of time-sensitive and priority issues, ensuring appropriate follow-up.

  • Routinely perform a wide variety of support duties.

  • Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

  • Sort and triage mail; maintain e-mail and other address directories.

  • Compose and prepare letters relating to routine correspondence for the executive director’s signature.

  • Schedule internal meetings; assist in the preparation and distribution of meeting agendas and materials.

  • Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.

  • Prepare, reconcile, and submit expense reports.

  • Maintain paper and electronic filing systems.

  • Maintain confidential and sensitive information.

  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

  • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

  • Other additional and/or alternative duties as assigned from time to time

Qualifications:

  • Bachelor’s degree or equivalent experience.

  • Experience working with or in nonprofit environment 

  • Must be able to successfully work both independently and collaboratively. 

  • Ability to work evenings and weekends based on organizational needs and event schedule.  

Success Factors: Along with meeting the experience requirements and opportunity specifications, the ideal candidate must possess several critical success factors aligning with our values of collaboration, equity, and learning.  They are as follows:

  • Communication: Expresses oneself clearly in conversations and interactions with others and ensures that information is shared with others who should be informed.

  • Collaboration: Develops, maintains, and strengthens partnerships with others inside or outside the organization who can provide information, assistance, and support.

  • Cultural Competence: Seeks to understand, appreciate, and work effectively with people who have different cultural backgrounds or belief systems. Demonstrates personal and professional commitment to furthering equity, inclusion, accessibility and belonging.

  • Customer Service: Demonstrates an understanding of the PIPCLT mission by ensuring that their own interactions with internal and external customers consistently support the mission. 

  • Mission Aligned: Passionate about equity, inclusion, & access and its importance to the ongoing work of the organization. Models and advocates just, anti-racist, equity-focused, and inclusive science, education, and collaboration in all the Organization’s endeavors.

  • Results Orientation: Focuses on providing a best-in-class experience for partners, staff, and key stakeholders through work outcomes by meeting personal and organizational work objectives.

Apply on Indeed

 Sign up for our newsletter to receive hiring announcements.

Subscribe