Executive Assistant and Board Liaison

People Serving People • Minneapolis, MN

3d

About The Position

People Serving People is the largest and most comprehensive emergency shelter for families experiencing homelessness in Minnesota and a dedicated leader in homeless prevention. The Executive Assistant and Board Liaison is a full-time, exempt position that provides administrative support to the CEO and manages the Board of Directors’ administrative needs. The role manages internal meeting structures and the CEO’s calendar, coordinates external partner meetings, and supports the CEO’s project management by protecting work time, gathering materials, and communicating timelines. It also provides scheduling, logistical, technical, and documentation support for the Board of Directors and its committees, including support for board events. The position is Monday through Friday during business hours, with occasional evening work for events.

Requirements

• 3–5 years of relevant experience managing an executive calendar.
• Experience with project management.
• Experience and fluency with email, Microsoft and Google applications, and project management platforms.

Responsibilities

• Manage internal meeting calendars and schedules, including all-staff meetings, executive leadership team meetings, CEO check-ins, team meetings, and step-backs.
• Forecast calendar conflicts and proactively suggest alternatives to preserve meeting cadence and outcomes.
• Support other internal events and projects as needed.
• Manage the CEO’s calendar in alignment with internal and external priorities, surfacing questions, aligning on tradeoffs, and allowing sufficient space and travel time between meetings.
• Conduct tiered outreach to external partners to arrange meetings that advance People Serving People’s priorities.
• Respond promptly and respectfully to external partners engaging with the CEO.
• Monitor meeting calendars and updates for external groups in which the CEO participates.
• Track the CEO’s projects and deadlines, and block and protect work time for project work.
• Gather background materials and information to support the CEO’s project work.
• Communicate with relevant constituents about when projects are expected to be completed or reviewed by the CEO.
• Provide service, scheduling, logistical, and technical support for the Board of Directors and Board Committees.
• Produce and distribute meeting agendas, minutes, and materials accurately and on time.
• Prepare and maintain board and committee files and materials, including bylaws, conflict of interest forms, rosters, contact and demographic information, orientation materials, policies and procedures, agendas, minutes, and meeting materials.
• Support board voting items by distributing materials, collecting signatures, tallying votes, and documenting verdicts.
• Coordinate and co-host board events, including the annual Board of Directors and Executive Leadership Team Retreat.
• Perform additional duties assigned by the CEO and as part of overall team responsibilities.

Benefits

• Medical, dental, and vision insurance available.
• Company-paid life and disability insurance.
• 401(k) with employer contribution after 6 months.
• Competitive paid time off program.
• Reduced-cost parking or metro pass.
• Cellphone reimbursement.
• Reduced childcare rates.
• Financial wellness benefit.
• Opportunity to make a difference in the community.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed