Lakeside HR Group has been engaged to recruit an Executive Assistant position for a nonprofit located in the Twin Cities Metro area. The Executive Assistant supports the Chief Executive Officer as well as other members of the leadership team. They will partner closely with the team to ensure key meetings are planned and executed flawlessly. This includes providing administrative support for all Board of Directors meetings scheduling current and prospective donor meetings and will work collaboratively with the Board of Directors Executive Team Leadership Team and external stakeholders. This position serves as the primary point of contact for internal and external stakeholders pertaining to matters involving the CEO. It's critical to the success of this position to maintain a high degree of confidentiality and discretion in their work.
PRIMARY RESPONSIBILITIES: CEO Administrative Support Schedule Management: coordinates schedules and organizes internal & external meetings and logistics; i.e. agenda planning presentation prep meeting location and technological aspects; plans coordinates and ensures the CEO's schedule is followed and respected; and effectively manages competing requests for CEO time. Support the CEO with respect to protocol issues and requests for meetings and related briefings. Prioritizes and makes sound judgement on workload management tasks and requests of CEO. Identifies high priority topics for board input for consideration by the Board Chair and CEO. Manages matters of confidentiality with discretion and appropriate record retention. Assist the CEO in managing relationships with a portfolio of donors. Provides the CEO with the necessary background materials for all internal & external meetings. Monitor and prioritize issues that require the prompt attention of the CEO. Provides oversight and tracking of electronic and hardcopy filing systems sustain and develop organization wide records and documents regularly audit and review various lists records and information. Assists the Executive Team in all areas that are needed including projects as assigned scheduling as requested including regular Executive Team meetings CEO checkins and scheduling events primarily surrounding the CEO and as needed with the Executive Team. Board of Directors Administrative Support Acts as the Board Liaison and meeting coordinator for the Board of Directors. Schedules all board and committee meetings including meeting agendas presentations and materials in advance of Board and Committee meetings Arranges meeting locations meals and technology as required. Plans and coordinates board orientation in partnership. Maintains current board documents including Board of Directors roster and contact information standing Committees of the Board Board of Directors roster conflict of interest board manual and Onboard resources. Partners with CEO on board recruitment including maintaining skill matrix board pipeline interview questions and scheduling interviews. Facilitates regular and ongoing communications to Board members including: utilization of Onboard board portal Outlook or any other means of communication needed; facilitates communication with individual members of the Board of Directors as needed; and assists to facilitate action when needed to further the work of the organization. DESIRED QUALIFICATIONS: All relevant experience including work education transferable skills and military experience will be considered. Previous experience working with Board of Directors or other community/business leaders strongly desired. Exceptional judgement and ability to keep information confidential. Expert communication skills; verbal and written. Exceptional attention to detail. Advanced Microsoft Office 365 skills with ability to learn and utilize other software as needed. Strong organizational skills project management skills and exceptional interpersonal skills. Ability to work independently with minimal supervision.
