Executive Assistant

Description We are looking for a detail-oriented and proactive Executive Assistant to support senior leadership in a dynamic and fast-paced environment. Based in St. Paul, Minnesota, this contract position offers an exciting opportunity to contribute to organizational success through effective administrative and operational support. The ideal candidate will excel at managing schedules, coordinating meetings, and fostering positive relationships with stakeholders.

Responsibilities:

• Manage intricate calendars for executive leadership, ensuring seamless scheduling of meetings, events, and travel arrangements.
• Prepare and distribute agendas, briefing materials, and presentations for meetings; record and share meeting notes as needed.
• Draft, edit, and proofread correspondence, reports, and other critical documents.
• Coordinate logistics for board and committee meetings, including scheduling, preparing materials, and managing post-meeting follow-ups.
• Maintain accurate and organized records of board activities, including governance documents and finalized minutes.
• Provide operational support by tracking expenses, processing invoices, and managing reimbursements.
• Organize and maintain both electronic and physical files for executive leadership.
• Assist in the planning and execution of special events, workshops, and community meetings.
• Build and nurture relationships with board members, community partners, funders, and staff.
• Collaborate with staff to plan and execute annual events, such as fundraising activities and community outreach initiatives. Requirements
• Proven experience in calendar management, including scheduling complex meetings and travel arrangements.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills, including proficiency in drafting and editing documents.
• Experience coordinating logistics for meetings and events, including preparation of materials and follow-up.
• Familiarity with tracking expenses, processing invoices, and maintaining accurate records.
• Ability to build and maintain positive relationships with stakeholders at all levels.
• Proficiency in using office software and tools to manage files, correspondence, and communications.
• Experience in event planning and community engagement is highly desirable.

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