Executive Assistant

  • St. Paul, Minnesota
  • Full-time
  • US-Based Positions
  • cvt-39893

Summary: Provides executive support in order to enhance the effectiveness of the President/CEO. Serves as a main point of contact for diverse stakeholders, including staff, board of directors, donors and other external constituencies. Manages schedules and arrangements, prepares communications, manages the relationship with the travel vendor, coordinates a variety of internal processes, responds to requests and coordinate flow of work through the office of the President/CEO, necessitating a high level of professionalism and discretion. Serves as a liaison to the board of directors and provide high-level support for various meetings and projects, including for the Executive Team.

 

Job Responsibilities:

20%

Communication:  Serve as the liaison between the President/CEO and staff members, board members, donors and other stakeholders.  Develop positive relationships and communicate in a manner that reflects confidence, warmth and professionalism. Draft, proofread, distribute and respond to communications on behalf of the President/CEO.  Assure that products reflect high standards of accuracy, professionalism and clarity.

 

20%

Board of Directors Support: Coordinate and support the work of the Board of Directors and committees by taking the lead on scheduling meetings, coordinating logistics, preparing materials, maintaining records, preparing detailed board and committee minutes and completing follow up, all in a timely manner.  Maintain board files, manuals, policies and orientation materials.  Organize the annual new board member orientation, and the annual board of directors’ retreat, including coordinating related logistics and preparing orientation and retreat processes and materials. Collaborate with internal and external stakeholders to plan, organize and execute all related logistics for the annual National Advisory Committee meeting in Washington, D.C. Assist with other Board-related projects.

 

10%

Scheduling and Meetings: Coordinate the President/CEO’s calendar to ensure that time is well managed to optimize efficiency. Schedule and confirm appointments with internal and external stakeholders. Support the President/CEO in anticipating and preparing for meetings. Coordinate meeting logistics, including resources, room reservations and communication technology. Prepare and distribute minutes and other materials for meetings. Collaborate with the Development Team to maximize the President/CEO’s time during travel meetings with donors, partners and other funding or strategic stakeholders.

 

20%

Administrative Support:  Research, prioritize and follow up on incoming issues for the President/CEO. Recommend course of action, referral or response.  Screen and manage phone calls, email/mail communication, prepare materials, process expense reports and reimbursements, and manage travel logistics for domestic and international trips. Manage the travel vendor, including regular meetings with account manage and staff, as well as acting as a liaison between the two for problem solving purposes. Provide travel orientation to new and current staff. Manage travel logistics for domestic and international trips for President/CEO, including preparing travel expense reports and other reimbursement requests. Collaborate with staff on coordination of logistics for staff celebrations. Carry out other administration responsibilities as-needed.

 

Responsively anticipate the President/CEO’s needs and priorities. Identify strategic priorities for the Executive office throughout daily, weekly and quarterly timeframes; plan and execute workflows to support completion of strategic priorities

10%

Office Support:  Assist with other administrative tasks that support the office, including providing backup support to the receptionist and completing other special projects.

 

10%

Records Management:  Organize and maintain systems for records, including board of director’s materials, President/CEO files and other important organizational documents.  Respond to requests for information and documents.

 

10%

Other Duties: Participate in other department and organization-wide activities, meetings and trainings. Complete administrative responsibilities. Perform other duties as assigned.

 

Qualifications:

Required education, experience, certificates, licenses or registrations

  • Bachelor’s degree or equivalent experience
  • 4 years of experience supporting an executive

 

Competencies (knowledge, skills and abilities)

  • Ability to handle sensitive matters, exercise sound judgment and discretion, and maintain confidentiality
  • Ability to manage multiple complex projects simultaneously
  • Skills in problem-solving and creative thinking
  • Demonstrated flexibility and dependability
  • Ability to develop positive relationships and communicate professionally, respectfully and tactfully with a wide range of stakeholders, including staff, board members, donors, clients, volunteers and others.
  • Ability to communicate effectively in writing and verbally
  • Commitment to engaging in human rights work, and diversity, equity and inclusion efforts within the organization
  • Excellent skills in organization and attention to detail
  • Time management skills (including the ability to meet deadlines)
  • Proficiency with technology, including Microsoft Office suite (Outlook, Word and Excel), digital files, and online conferencing platforms (CVT primarily uses Zoom)
  • Ability to travel nationally, typically once per year

 

Supervisory Responsibilities: None

Work Environment:

  • Typical office environment
  • Time spent on the computer is approximately 80%
  • Time spent in virtual meetings is approximately 15 – 50 % per week

 

Physical Demands: While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 10 pounds.

 

Travel: Ability to travel nationally, typically once per year

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and physical demands    

Responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee from time to time as necessitated by organization needs

 

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