Executive Administrative Assistant
Reports to: Office Manager/Executive Assistant
Terms: Full-time, Salary.
Location: 625 University Ave W, St. Paul, Minnesota
Shift: Standard Hours
Compensation: $60,000/Annually
Benefits: Health insurance, Long-term Disability, Life insurance, Dental insurance, 401(k) Retirement Plan with 4% Employer Match, Health Savings (HSA)
Organizational Overview
The Neighborhood Development Center (NDC) is a non-profit, community development financial institution providing integrated business services to low-income community entrepreneurs to start and grow businesses in their own neighborhood. These businesses then enrich the economic and social fabric of the community. More information at www.ndc-mn.org.
Job Summary
The Administrative Assistant will primarily support the CEO (65% of the time) and provide additional administrative support to the executive team and the organization (35% of the time). This role is essential in enabling the CEO and executive team to focus on strategic initiatives by managing daily administrative and operational tasks. The Executive Administrative Assistant ensures seamless communication, scheduling, and organization, allowing the leadership team to work efficiently.
Key Responsibilities
CEO Support (70%):
- Manage the CEO’s calendar, including scheduling meetings, calls, and appointments.
- Handle email correspondence, prioritizing urgent communications and ensuring timely responses.
- Take meeting minutes, prepare agendas, and manage follow-up tasks.
- Serve as the main point of contact for the CEO with board members, donors, and community partners.
- Assist in preparing presentations, reports, and other documentation for CEO-led meetings and engagements.
- Provide personal assistance to the CEO/President as requested, including support with special projects, event materials, and research/report compilation.
- Represent the CEO/President professionally at all times.
Executive Team Support (30%):
- Provide administrative support to other executives, including scheduling and travel arrangements.
- Assist the executive team with meeting logistics, such as preparing materials and taking minutes.
- Track deadlines, follow up on action items, and manage documentation.
- Assist in managing board meetings, including preparing agendas and minutes, and tracking attendance.
- Create and manage materials for the Board of Directors, including tracking board terms and attendance.
- Schedule and coordinate internal, external, and committee meetings.
- Manage Outlook calendars and appointments for the executive team.
- Assist with general administrative duties, including event planning, meeting coordination, and managing office supplies.
NDC Team Meetings & Announcements:
- Coordinate and prepare for NDC team meetings, including sending agendas and managing meeting recordings.
- Collaborate with other team members to plan and organize meetings and events, including coordinating speakers.
Travel Coordination:
- Coordinate travel for the CEO and other executives, including booking flights, hotels, and creating travel itineraries.
Event Planning & External Visits:
- Plan and coordinate external visits, tours, and events, including organizing food orders, setup, and cleanup.
General Administrative Support:
- Prepare and send follow-up letters and correspondence as assigned.
- Provide general administrative support as needed, acting as a resource when the CEO/President is in the field.
- Always maintain professional conduct and perform other related duties as requested.
Qualifications
Experience:
- Minimum of two years of experience in an administrative or executive assistant role, ideally in a nonprofit or community-focused organization.
Skills:
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and calendar management tools (e.g., Outlook).
- Ability to handle confidential and time-sensitive information with discretion.
Preferred:
- Experience working with executives.
- Familiarity with travel coordination.
- Fluency in additional languages (Hmong, Somali, or Spanish) is preferred but not required.
Conclusion
The Executive Administrative Assistant is critical to ensuring the efficiency and effectiveness of the CEO and executive team. By managing administrative tasks, the assistant allows leadership to focus on strategic initiatives that directly impact the success of the organization, including securing funding and maintaining key stakeholder relationships.
Neighborhood Development Center is an equal Opportunity Employer (EOE/AA): We prohibit discrimination and harassment of any kind based on race, color, religion, national origin, sex, disability status, genetic information, protected veteran status, marital status, public assistance status, familial status, sexual orientation, gender identity or expression, age, membership or activity in a local human rights commission, or any other characteristic protected by law.
How to Apply: Please send a cover letter, resume and salary requirements to [email protected] or mail to HR, 625 University Avenue. W., St. Paul, MN 55104