Administrative & Events Coordinator

TakeAction Minnesota•Saint Paul, MN

4d•Hybrid

About The Position

TakeAction Minnesota is seeking an organized, reliable, collaborative, and hospitable Administrative & Events Coordinator to support the organization's people, priorities, and day-to-day work. This role provides administrative and logistical support across the organization, working closely with Co-Executive Directors, Senior Leads, staff, and board members. The position offers opportunities to learn about the organization, build relationships, and gradually take on more responsibility for projects and events.

Requirements

Natural curiosity about people and the ability to build rapport across lines of difference.
Demonstrated commitment to economic, racial, and gender justice, and to advancing progressive political change through building power.
Strong organizational skills and attention to detail; able to manage multiple priorities, deadlines, and moving pieces while staying flexible when plans change.
Comfort taking initiative, asking questions, and figuring things out without needing every step mapped out.
Ability to navigate both routine administrative tasks and unexpected or time-sensitive needs with care and good judgment.
Willingness to offer ideas, receive feedback, adapt plans, and actively contribute to solutions.
Experience coordinating meetings, events, projects, or other shared work; willingness to learn and grow these skills over time.
Basic computer skills (e.g., Google Workspace, Signal, email, spreadsheets); interest in learning new tools and technology that support work.
Willingness and ability to work evenings and weekends as needs require.

Nice To Haves

Ability to both listen deeply and engage boldly with strangers, members, and colleagues.

Responsibilities

Provide day-to-day administrative and operational support to Senior Leads, helping keep priorities organized and moving forward.
Coordinate information and follow-up across staff, board members, partners, and external contacts.
Manage calendars and scheduling, including coordinating meetings and resolving scheduling conflicts.
Draft and edit routine email correspondence on behalf of the team, as needed.
Track commitments, deadlines, and follow-up items, flagging questions or potential conflicts as they arise.
Support meeting preparation by gathering materials, taking notes, tracking action items, and ensuring next steps are documented.
Process expenditures and expense reimbursements accurately and in a timely manner.
Support contract administration, including tracking deadlines, following up with staff and vendors, and processing invoices for payment.
Assist with special projects and emerging priorities, taking on additional responsibility as organizational knowledge and skills develop.
Serve as a point of contact for board members, ensuring they receive timely information, materials, and logistical support.
Coordinate board meetings, including scheduling, agendas, materials, technology, and follow-up.
Support preparation for board meetings by gathering materials, tracking action items, and organizing follow-through.
Maintain accurate board records and documentation.
Manage logistics of onboarding new board members, board retreats, elections, and other governance activities.
Support communication and coordination efforts between the Co-Directors, board members, and staff.
Develop familiarity with board governance practices and take on additional board-related responsibilities over time.
Support planning and logistics for all-staff meetings, trainings, and organization-wide gatherings.
Assist with planning and coordination of base-building events, including timelines, vendors, materials, and logistics.
Support planning and implementation of TakeAction’s annual fundraising event, with opportunities to take ownership of specific event components.
Coordinate assigned pieces of meetings and events, including preparation, communications, materials, and day-of support.
Help track projects, deadlines, and follow-up across staff and teams.
Take on discrete special projects with support and increasing responsibility over time.
Partner with event owners to ensure events are people-centered, welcoming, and thoughtfully designed.
Build skills in project management, event coordination, and cross-team collaboration through progressively larger and more complex assignments.
Other duties or tasks may be assigned on an as-needed basis.

Benefits

Full health and dental benefits through HealthPartners (95% of monthly insurance premiums paid for employee and family).
Optional vision insurance at no cost to employees.
Long Term Disability, AD&D, and life insurance provided at no cost to employees.
401(k) and Roth 401(K) Retirement plans with up to 4% employer match.
3 weeks of vacation accrued in the first year.
2 weeks of sick and safe leave upon hire with another 2 weeks accrued in the first year.
8 paid holidays.
1-week summer office closure.
1-week winter office closure.
Paid leaves including 3rd Year Break (3 weeks + $1,000 stipend).
5-year Sabbaticals (8 weeks + $1,000 stipend).
10-year Sabbaticals (8 weeks + $1,000 stipend).
Paid Family & Medical Leave.
Other leave options.
Annual 5% guaranteed pay increase.
Monthly reimbursements including cell phone and home internet use.
Annual wellness stipend.
Annual professional development stipend.