Executive Assistant - Part Time

The purpose of this position is to provide executive administrative support to the President & CEO and the Board of Directors.

ESSENTIAL DUTIES and RESPONSIBILITIES:                                                                                                       

Executive Administrative Support to President & CEO and Board of Directors (85%)

• Serve as a key point of contact for the President & CEO within the organization and the broader community.
• Develop and maintain effective administrative systems, including calendaring, daily scheduling, contact management, and electronic file organization.
• Manage the President & CEO’s calendar and coordinate appointments, meetings, and engagements.
• Collaborate with the President & CEO to plan Board and Committee meeting agendas and prepare advance materials.
• Attend Board and Committee meetings to record, produce, and distribute accurate minutes.
• Set up and manage virtual meeting platforms for Board and Committee meetings.
• Assist with organization and government compliance, documentation, and annual filings, including annual 501(c)(3) filings, Minnesota and Wisconsin nonprofit filings, WACO Nonprofit Exempt filings, Trademark Monitoring and Renewal, Conflict of Interest forms, and periodic reviews of bylaws and corporate policies.
• Compile and maintain Board Member information and records.
• Coordinate the timely and accurate distribution of materials and communications to the Board of Directors.
• Plan and coordinate the Board of Directors’ Annual Meeting.
• Build and maintain productive relationships with key stakeholders and internal staff.
• Represent the President & CEO in internal and external interactions, helping organize and advance the work of the President & CEO and the Board of Directors.
• Provide administrative support, including drafting correspondence, preparing reports, and managing email communications.
• Support the President & CEO and Board of Directors in identifying and advancing annual goals and strategies aligned with the organization’s Strategic Plan.
• Assist the President & CEO with accreditation activities as needed.
• Assist the President & CEO with Strategic Planning activities as needed.
• Serve as the primary liaison to the Board of Directors and other stakeholders, coordinating communications and stewarding relationships.
• Assist with fundraising events, donor meetings, and relationship‑building activities as needed.
• Handle sensitive and confidential information with discretion and professionalism.

Office Support Services                                                                                                          (10%)

• Manage office supplies inventory, place supply orders, and serve as the primary contact for staff office supply requests
• Monitor inventory levels and restock the Stillwater office vending machine as needed.
• Oversee and maintain all Stillwater office public/common spaces (I.e. mailing room, breakrooms, conference rooms, lobby) in collaboration with front desk staff.
• Coordinate breakroom cleaning schedule
• Manage and coordinate community access and meeting room procedures to the Stillwater conference rooms in collaboration with front desk staff.

Other Duties and Responsibilities

Miscellaneous/Other Duties as Assigned                                                                  (5%)

• Serve on agency committees or task forces as needed.
• Develop and maintain a diverse work force. Manage in ways that maximize the potential of all workers by assuring sensitive and respectful treatment by and toward all employees. Ensure that services are delivered with cultural sensitivity and competence.  Promote the development of cultural competence in all employees.  Create and maintain a work climate that is inclusive and free of bias.
• As with all FamilyMeans staff positions, this position is responsible for helping ensure volunteers and interns have an exemplary experience during all interactions with FamilyMeans and is expected to consistently maintain a high level of customer service to all guests, clients, and fellow team members.
• Participate in and contribute to the agency’s Performance Quality Improvement process.
• Perform other duties as needed to support the mission of the organization.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position

QUALIFICATIONS:

Education

• High school diploma or equivalent is required. Bachelor’s degree in management or other related education or training is desired.

Experience

• 2+ years’ experience in a administrative support position is required, with the experience ideally obtained in a human service or health care setting.

Knowledge and Skills

• Requires excellent oral, written, and interpersonal communication skills to effectively communicate with employees, interns, volunteers, program participants and other supporters.
• Must have the ability read, interpret, write, and complete documents such as reports, technical information, and general correspondence
• Demonstrated attention to detail
• Requires knowledge of and the ability to use a variety of standard office equipment such as a computer, printer, fax machine, copy machine, telephone system and 10-key.
• Ability to type proficiently
• Knowledge of and experience using Microsoft Office (i.e. Word, Excel, PowerPoint, Outlook)
• Ability to work independently, exercise good judgement and manage multiple priorities to ensure work is completed in a timely and productive manner.
• Ability to work with and maintain confidential information
• Ability to develop and maintain sensitivity to employee and client diversity in the workplace and demonstrate respectful treatment of others.
• Willingness to develop cultural competence related to the services provided by the agency.

 

PHYSICAL AND MENTAL DEMANDS:

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

While performing the duties of this job, the employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls.  The employee is occasionally required to stand, and/or move throughout the facility.  The employee must occasionally lift and/or move up to 10 pounds while moving files or small packages.  Specific vision abilities required by this job include close vision and the ability to adjust focus. This position requires use of the computer, fax machine, copy machine and the telephone.

The incumbent must be able to effectively and efficiently provide support services to staff and both in-person and by telephone on a regular, ongoing basis.  Must be able to work effectively in a fast-paced environment and manage stressful situations with professionalism. Must be adaptable and respond effectively to changes in situations or information.  Must be able to work with frequent interruptions.

 

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those individual encounters while performing the essential functions of this position.

Work is performed in an office environment.  The noise level in the work environment is usually moderate.

 

Job Type: Part-Time 20 hours/week

Schedule: Please note that this position will be responsible for setting up, attending and recording meetings monthly that start early in the day 7:30am.  Outside of these times we are open to what your schedule looks like.  The position may require outside of your schedule needs, these times will be known well in advance.

Location:  This is a mostly in-office role at our Stillwater, MN Location.  

Pay: $26.67-$30.66 per hour

Benefits: PTO, Paid Holidays, Employee Assistance Program, Flexible scheduling

Please submit cover letter and resume to Holland Locke, 1875 Northwestern Ave S., Stillwater, MN 55082 or at hlocke@familymeans.org. An employment application can be downloaded, printed and submitted at the time of applying.

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