Executive Assistant

Date Posted: 
Thu, April 01, 2021
Job Type: 
Full-time
Job Category: 
Job
Company Name: 
Saint Paul & Minnesota Foundation
Company Information: 

Our Culture
Our collaborative, innovative and equity driven culture empowers our staff to grow through individual development opportunities, team retreats and cross-departmental partnerships. We continue to evolve our culture by attracting and retaining new talent with valuable experiences and insight.

Position Mission Statement:

The SVP of Operations & Learning of Saint Paul & Minnesota Foundation leads several of the Foundation’s operational functions, learning and evaluation efforts and racial equity initiatives.
The Executive Assistant provides lead administrative support to the SVP, support to the Associate Vice President of IT and occasional back-up administrative support to the Executive Office.

About the department:
The Operations & Learning team is the backbone of the Saint Paul & Minnesota Foundation. The team supports the Foundation in several functional areas: Human resources, Information Technology, Grants Administration and earning. The team is responsible for processes and tools that support our people, power our business and drive our learning.

VALUES

What we believe in and how we conduct ourselves

We listen
We Innovate and learn
Community is our Compass
We Commit to Equity
We Nurture Philanthropy

We consistently work to make our community a stronger, more equitable place. In order to fulfill our mission, we understand that employing a diverse team of knowledgeable, passionate individuals who reflect our community is vital. To that end, the Foundation’s staff consistently works to ensure that our recruiting activities and hiring plan align with our commitment to equitable hiring practices.

Job Description: 

This position is responsible for:

Senior Vice President of Operations & Learning Support
• Manage the SVP's schedule, calendar, meeting planning, expenses and travel logistics to maximize the senior vice president's strategic priorities.
• Support the SVP’s production needs by preparing and/or editing correspondence, memos, letters and presentations.
• Create and maintain systems and procedures to ensure effective implementation of directives from SVP.
• Provide support for SVP’s professional/community leadership activities.
• Special project support as needed, such Facing Race and East Metro Pulse.

Associate Vice President of IT and IT Department Support
• Provide administrative support to AVP. This may include scheduling, invoicing, booking travel, conference registrations and meeting logistics.
• Track, reconcile, log and process IT invoices and expenditures.
• Department support - coordinate team meetings, vendor management, software and hardware tracking, contract filing.
• Project work as directed.

Administrative Support and Coordination
• Coordinate internal meeting schedules and planning, including Executive Leadership Team meetings, leadership team meetings, all staff and department meetings.
• Provide administrative support to the Operations & Learning team as directed. This may include scheduling, invoicing, booking travel, conference registrations and meeting logistics.
• Provide occasional backup support to the Executive Office.
• Provide backup logistical and technical support for the Board and/or committees

Demonstration of the Foundation's core organizational values in performing all duties.

Classification: Exempt; Fulltime

The work of our organization changes as we continuously seek to have greater impact. All of our team members must be flexible and able to adapt to short and long-term shifts in their job duties.

We consistently work to make our community a stronger, more equitable place. In order to fulfill our mission, we understand that employing a diverse team of knowledgeable, passionate individuals who reflect our community is vital. To that end, the Foundation’s staff consistently works to ensure that our recruiting activities and hiring plan align with our commitment to equitable hiring practices.

Hiring Range: $59,000 - $64,000
Application Deadline: April 15

Qualifications: 

Position requirements include:
• Three years or more years of experience supporting an executive leader.
• Advanced verbal and written communication and interpersonal skills.
• Adept at navigating database systems and relationship management systems.
• Intermediate proficiency with Microsoft Word, Outlook, and PowerPoint. Confidence embracing and using existing and new technologies.
• Strong editing and writing skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize a large and varied workload, managing multiple tasks and details simultaneously.
• Ability to anticipate, show initiative, willingness to learn and take on responsibilities as a contributing team member.
• Experience working independently, proactively identifying or initiating ways to enhance a process, procedure or outcome that benefits the organization.
• Ability to exercise independent judgment and problem-solving skills.
• Ability to effectively and proactively interact, communicate, and collaborate on multidisciplinary teams and with people of diverse race, ethnicity, and national origin.

Typical physical requirements for this position include:

• Ability to work at a computer workstation in an ergonomically correct environment.
• Light lifting of materials and equipment in the typical work environment.
• Ability to work overtime hours when needed.

City: 
Saint Paul
State: 
Minnesota