Executive Assistant and Office Manager NEW FULL-TIME

Archdiocese Of Saint Paul And Minneapolis • Saint Paul, MN

225d

About The Position

The Aim Higher Foundation seeks an Executive Assistant and Office Manager to provide comprehensive support to the President, serve as Liaison to the Board of Directors, oversee office operations, and assist essential advancement and scholarship initiatives. The position is an extension of the President's office and a unique opportunity to assist in the leadership of the Foundation. The ideal candidate is welcoming, quick thinking, adaptable, and highly organized. He or she should excel at managing information, streamlining processes, anticipating the needs of a growing organization, and ensuring the fine details are considered and addressed.

Requirements

• Deep respect for and commitment to the work to provide educational opportunities to children from all backgrounds.
• A successful history of providing support to executive leaders and boards and upholding a strict level of confidentiality.
• A customer-service mindset and enthusiasm for being the organization's first point of contact.
• Best-in-class verbal and written communications skills.
• The ability to prioritize multiple tasks and meet deadlines with precision and professionalism.
• Advanced proficiency in Microsoft Office, Google Workspace, bill processing, and other nonprofit software systems.

Nice To Haves

• Conversational ability in Spanish.

Responsibilities

• Managing the President's and team calendars, coordinating meetings and key events, and handling correspondence.
• Organizing and maintaining the flow of information, including creating agendas, materials, and minutes for meetings, developing talking points, and managing sensitive information.
• Coordinating and supporting the President's daily schedule.
• Developing in-voice and accurate copy for emails, thank you notes, letters, reports and proposals for stakeholders.
• Overseeing and executing Board and committee logistics and projects.
• Planning Board and committee meetings and events.
• Supporting team members who serve as Committee Liaisons.
• Ensuring operational fidelity to AHF bylaws, charters, and policies.
• Creating a welcoming, appropriately resourced, and mission-focused environment.
• Monitoring and maintaining supplies and materials.
• Understanding, maintaining and troubleshooting office equipment and IT problems.
• Working with building management office when appropriate.
• Processing financial transactions, including incoming donations, outgoing payments, reimbursements, tax letters, and check disbursements.
• Maintaining up-to-date constituent records in the CRM and producing accurate queries and reports.
• Supporting AHF events (occasional evening or weekend work may be required).
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level