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Executive Assistant

The Link
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The Executive Assistant provides proactive, confidential support for the CEO and serves as the main point of contact for various administrative and office tasks. Responsibilities include but are not limited to: meeting coordination including board meetings, committee meetings and key external meetings; assisting with events, creating and maintaining official board records, assisting the CEO with regular financial paperwork, conducting research and preparing relevant data information, editing documents, coordinating CEO travel and assisting the CEO with other projects as assigned and needed.   
ESSENTIAL FUNCTIONS
Executive Support: 
  • Assist CEO in scheduling and coordinating meetings 
  • Manage logistics for key internal and external meetings including location, supplies, refreshments etc. 
  • Route CEO’s mail and other written communication 
  • Assist CEO with travel arrangements 
  • Assist CEO with coordination of technology training, repairs, upgrades and other support as needed 
  • Assist CEO with email and phone correspondence as needed 
  • Ensure follow-up from CEO is provided with employees and supervisors on specific situations that may arise 
Board Support: 
  • Assemble monthly board packets 
  • Send reminders with advance materials for all board and committee meetings 
  • Send calendar notices and updates for all board and committee meetings 
  • Manage room set up, preparation of materials, ordering of supplies, equipment set up, and refreshments for board meetings 
  • Take minutes at board meetings and distribute in a timely manner 
  • Assist in coordinating orientation of new board members 
  • Maintain official board records including board approved policies, and member terms. 
  • Create and circulate to the appropriate parties on an annual basis: the board conflict of interest disclosure and list of a board approved policies   
Calendars and Scheduling: 
  • Maintain CEO’s calendar and view/reference some staff schedules 
  • Help resolve conflicts with needs for common meeting spaces as needed 
Finance: 
  • Prepare mileage and reimbursement requests for CEO
  • Prepare payment requests and credit card statements for CEO
Other
  • Create and maintain CEO records and files, either electronically or on paper, as directed 
  • Ensure readiness of conference rooms and external meeting spaces and assist with all meeting logistics for CEO’s meetings 
  • Answer the door and phone as the secondary receptionist at the Glenwood location when the primary receptionist is unavailable. 
  • As directed by CEO, coordinate transportation for youth program participants 
  • Perform special projects or facilitate events as requested by CEO  
  • Other duties as assigned 
GENERAL RESPONSIBILITIES:
  • Preserve the integrity of the programs and agency 
  • Demonstrate commitment to The Link’s mission and vision and values of Equity, Diversity and Inclusion 
  • Support overall growth of the agency 
  • Maintain positive and healthy relationship with co-workers and other related parties 
  • Assist where needed as a team player 
  • Create a safe, respectful, and healthy atmosphere and environment where everyone can grow and learn 
  • Participate in special projects as necessary 
  • Attend all meetings and trainings as required 
  • Positive and professional Interactions with clients, co-workers, and all parties involved 
  • All other duties as assigned 
KNOWLEDGE, SKILLS AND ABILITIES:
  • Strong organizational skills as well as the ability to exercise critical thinking and independent judgement 
  • Strong communication skills, including the ability to communicate effectively both in person and in writing with individuals in different roles such as funders, board members, staff and youth program participants 
  • Demonstrated experience with business writing, including drafting letters, emails and board or committee minutes 
  • Outstanding interpersonal skills and ability to effectively form positive working relationships 
  • Strong attention to detail and ability to shift from task to task quickly as needs dictate 
  • Ability to prioritize competing requests often without input from others 
  • Ability to self-motivate and to consistently follow through on small and large tasks alike 
  • Ability to understand and maintain sensitive, confidential information and maintain professional boundaries 
  • Demonstrated ability to work with diverse populations 
  • Experience with young people experiencing homelessness, who are justice involved or who have been victims of trafficking is desired 
QUALIFICATIONS
  • Minimum of three years of experience in an office setting, working for and with multiple supervisors 
  • Previous experience as Executive Assistant or in a similar position supporting a high-level executive 
  • Strong technology skills including demonstrated experience with MS Office 365, MS Office Suite (Word, PowerPoint and Excel), AdobePro, computer hardware, phones and other office equipment 
  • This position requires a background check, valid driver’s license or ID, clean driving record and use of a reliable vehicle 
WORKING CONDITIONS
  • This is a full time (40 hours per week), non-exempt position. Hours are generally Monday through Friday between the hours of 8:00am and 4:30 pm but may vary based on organizational needs. 
  • This position is highly mobile, working 60% of the time at the Glenwood office and 40% traveling locally within the Twin Cities Metro area. This position is not eligible to work remotely. 
  • Must be able to work at a desk for several hours at a time 
  • Office environment can be at times noisy and disruptive 
  • Must be eligible to drive and have access to a reliable vehicle. 
  • Must be able to lift up to 40lbs. 
Applications will be accepted until July 29, 2021
Compensation: $25.48/hour (non-exempt). This position is eligible for benefits which include medical, dental, voluntary vision, flex, 401k with employer match, employer paid life and disability, voluntary life and disability, PTO, paid holidays, Birthday PTO, Volunteer PTO
OTHER
All agency employees must be able to work effectively in a mission-driven agency whose clients and staff exhibit significant diversity with respect to race, ethnicity, gender identity, sexual orientation, socio-economic status, nationality, and religion.?We are committed to the principle of equity and are particularly interested in receiving applications from a broad spectrum of individuals.
NOTE: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.