Executive Assistant/Board Liaison

American Swedish Institute•Minneapolis, MN

4d•$23 - $27•Onsite

About The Position

The Executive Assistant/Board Liaison is responsible for coordinating administrative duties for the executive leadership team and coordinating all Board of Trustees’ activities. This role provides administrative support to the executive leadership team with calendar management, note taking, expense reports, mail handling, travel arrangements, and invitations. It also coordinates meetings for the executive leadership team and internal and external attendees, maintains physical and digital filing systems, and assists the leadership team in preparing for meetings with key stakeholders. A key part of the role involves maintaining and updating detailed CEO/donor meeting notes in the Altru CRM system. On the Board Liaison side, this position serves as the primary point of contact between the board, its committees, and staff, ensuring timely communication and follow-up on board inquiries, actions, and decisions. This includes coordinating, scheduling, and organizing Board of Trustees meetings and Board committees, preparing and distributing agendas, minutes, reports, and meeting materials, and supporting meeting and event logistics such as room preparation, hospitality, seating arrangements, and catering orders. The role also facilitates hybrid and Zoom meetings, ensures compliance with organization’s bylaws and governance policies, provides recordkeeping and documentation, and manages the web portal for board activities. Additionally, it offers training and support for new board members on ASI Board Share Point and handles confidential information with discretion. DEAI are core functions of all positions, requiring a commitment to continuous personal development, modeling inclusive behaviors, and promoting a culture of inclusivity and belonging.

Requirements

At least 1-2 years of experience in a similar role, ideally within a non-profit or museum setting
Strong communication skills—both written and oral
Collegial and collaborative workstyle and thriving in team environments
Experience managing multiple projects at once
Strong experience with office, project management, and communication platforms, including Zoom, Microsoft Outlook, Teams, SharePoint, with the digital savvy and interest to pick up new tools
A self-starter attitude that helps you excel in fast-paced situations.
High standards of professionalism, judgment, and diplomacy
Excellent problem-solving skills, organization, and systems thinking
A commitment to diversity, equity, inclusion, and accessibility
Ability to maintain confidentiality in all matters

Nice To Haves

Ability to speak Swedish
Genuine interest in Nordic and Swedish culture

Responsibilities

Provide administrative support to the executive leadership team with calendar management, note taking, expense reports, mail handling, travel arrangements, and invitations.
Coordinate meetings for the executive leadership team and internal and external attendees, including managing attendees, preparing materials, and setting up meeting spaces.
Maintain both physical and digital filing systems to ensure documentation is organized and accessible.
Assist the leadership team in preparing for meetings with key stakeholders.
Maintain and update detailed CEO/donor meeting notes in Altru CRM system
Serve as primary point of contact between the board, its committees, and staff, ensuring timely communication and follow-up on board inquiries, actions, and decisions.
Coordinate, schedule, and organize Board of Trustees meetings and Board committees (around 30 meetings annually, with 6-7 full board hybrid meetings and committees that meet virtually) including preparing and distributing agendas, minutes, reports, and meeting materials in a timely manner.
Support Board and Committee meetings and events logistics, including room preparation, name tents, hospitality, seating arrangements, catering orders, digital technology for hybrid participation.
Facilitate hybrid meetings and Zoom meetings
Ensure compliance with organization’s bylaws and governance policies and regulatory requirements.
Provide recordkeeping, documentation, and web portal management for board activities including drafting correspondence and reports.
Provide training and support for new board members and committee members on ASI Board Share Point.
Handle confidential information with discretion and professionalism
Perform other duties as needed or required which are within the position's scope.
Demonstrate a commitment to DEAI through continuous personal development, modeling inclusive behaviors, and proactively managing personal bias to help cultivate and promote a culture of inclusivity and belonging for all staff.
Proactively work on your own and collaboratively with other staff to ensure equitable and representative experiences for all visitors and program participants.