Executive Administrator

Pillsbury United Communities•Minneapolis, MN

About The Position

The Executive Administrator (EA) provides strategic, operational, and administrative support to the President & CEO of Pillsbury United Communities. Serving as a trusted thought partner and project manager, this role strengthens the effectiveness of the President, Executive Leadership Team (ELT), and Board of Directors with executive support, organizational coordination, project management, and relationship stewardship through consistent high-fidelity support. Working in a fast-paced, mission-driven environment, the EA anticipates needs, manages multiple complex priorities, and develops systems that improve organizational effectiveness. This role balances day-to-day executive support with long-term organizational initiatives, requiring sound judgment, discretion, exceptional organization, creativity, and a collaborative, community-centered approach. The ideal candidate has nonprofit experience, a community organizing mindset, and a desire to grow as a leader while helping others succeed.

Requirements

Five or more years supporting senior executives or complex cross-functional initiatives
Experience in nonprofit, philanthropic, public sector, or mission-driven organizations
Experience with board governance, organizational initiatives, and project management
Experience in community organizing, civic engagement, advocacy, or community development
Exceptional organizational, facilitation, and project management skills
Excellent written and verbal communication skills adaptive to circumstances and contexts
Strong judgment, discretion, and confidentiality
Ability to manage competing priorities in a fast-paced environment and work independently
Ability to build collaborative relationships across diverse stakeholders
Advanced proficiency in Microsoft Office and comfort learning new technologies
Flexibility to work evenings and weekends as needed
Ability to be creative and flexible
Able to build positive, nonjudgmental relationships with community
Understanding of appropriate personal boundaries and professional ethics
Interest in leadership development and continuous professional growth

Nice To Haves

Meticulous attention to detail in all aspects of work required
Passion for what’s possible
Clear sense of personal purpose and strong sense of initiative
Commitment to social justice
Creative problem-solver
Clear communicator and relationship builder
Ability to navigate uncertainty

Responsibilities

Research nonprofit trends, best practices, and emerging opportunities, recommending operational improvements that strengthen organizational effectiveness
Serve as a trusted thought partner by helping the President clarify priorities, anticipate challenges, and coordinate strategic follow-through
Support organizational rhythms that strengthen alignment, accountability, and decision-making across the Executive Leadership Team
Draft executive communications, presentations, talking points, and briefing materials
Coordinate leadership retreats, staff meetings, Board meetings, and other strategic convenings
Recommend improvements to systems, workflows, and communication practices
Pursue ongoing professional development in leadership, nonprofit management, project management, and executive operations
Manage the President's priorities through strategic calendar management, meeting preparation, briefing materials, and proactive follow-up to maximize time, focus, and organizational impact
Establish and maintain consistent operating rhythms for the President, Executive Leadership Team (ELT), and key cross-functional initiatives, ensuring agendas, action items, decisions, and project documentation are organized, accessible, and followed through
Coordinate Board governance and executive operations by preparing meeting materials, managing logistics, supporting Board committees, maintaining governance documentation, and partnering with the President and Board Chair to ensure effective Board engagement
Lead and coordinate multiple cross-functional projects simultaneously, developing project plans, monitoring milestones, identifying risks, and ensuring deliverables remain on track across departments
Develop, maintain, and continuously improve project management, documentation, and administrative systems that strengthen collaboration, accountability, and organizational effectiveness
Partner with the President to manage executive communications, including email workflow, meeting requests, invitations, and correspondence, ensuring timely responses and appropriate follow-up
Coordinate travel, executive scheduling, and logistical support for meetings, speaking engagements, and community events, while leading the planning and execution of small executive-hosted events and supporting larger organizational events as needed
Maintain organized executive records, files, contracts, correspondence, and operational documentation that preserve institutional knowledge and support efficient decision-making
Identify opportunities to improve workflows, reduce administrative burden, and strengthen systems that increase the capacity and effectiveness of the Executive Office
Coordinate procurement of executive office supplies, equipment, and operational resources as needed
Strive to ensure that routine administrative support and event coordination comprise no more than approximately 50% of the role, allowing meaningful capacity for strategic coordination, project management, and organizational improvement
Build and sustain trusted relationships across PUC, serving as a connector between the President, staff, Board members, and community partners
Support the President in cultivating meaningful relationships with community leaders, funders, elected officials, and strategic partners that advance PUC's mission
Coordinate Board member engagement, onboarding, orientation, and ongoing stewardship while maintaining resources that support effective governance and Board development
Deepen organizational knowledge by regularly engaging with programs, staff, and community initiatives to strengthen executive decision-making and organizational alignment
Assess executive engagement and stakeholder relationships through periodic analysis of the President's calendar and community interactions, identifying opportunities to strengthen partnerships and organizational impact
Foster a culture of collaboration, learning, and shared leadership by strengthening communication and connections across the organization
Identify and maintain a database of community development programs (or) initiatives offered by other nonprofits, universities, and governmental agencies as a reference source for the President and ELT
Monitor and manage budgets associated with the Office of the President and Board of Directors and provide quarterly reports
Process and coordinate executive office expenses, contracts, invoices, reimbursements, and vendor payments in accordance with organizational policies
Support annual Board giving commitments and related documentation
Support budget planning, tracking, reporting, and reconciliation for the President and Board activities
Develop a working knowledge of nonprofit financial management and governance practices to effectively support executive decision-making
Identify and recommend opportunities to improve administrative processes that contribute to responsible stewardship of organizational resources