Executive Assistant & Board Liaison

The National Native American Boarding School Healing Coalition • Minneapolis, MN

19h • Hybrid

About The Position

The Executive Assistant provides administrative, planning, and coordination support to the Chief Executive Officer, collectively the Executive Team, and Board of Directors to advance our work. They will manage and perform a diverse set of support tasks including headquarters office administration, travel coordination, and event planning. This position plays a critical role in maintaining productive relationships with key stakeholders, including support for the Board of Directors and its committees. The Executive Assistant is a proactive problem solver with exceptional communication and detail-oriented organization skills. Under the direction of the CEO, the Executive Assistant works directly with the Executive Team to ensure that efficient administrative systems are in place to facilitate their leadership, both internally and externally.

Requirements

• Familiarity with and work experience in Native American communities.
• Three or more years of experience in an administrative role reporting directly to Executive leadership.
• Excellent verbal and written communication skills.
• Strong time management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with Microsoft Office Suite, Google Suite, Adobe Acrobat, and an aptitude for learning new software and applications.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality and discretion as a representative of the CEO.
• Ability to travel up to 50% of the time.

Nice To Haves

• Knowledge of the Native American and Alaska Native boarding school history, legacy, and impacts
• Experience overseeing budgets and expenses.
• Experience developing internal processes and filing systems.
• Experience reporting to or serving on a Board of Directors.
• Proficient in project management software and community relations management platforms (Salesforce, Asana, Monday.com, Slack, Basecamp, etc.).

Responsibilities

• Manage the CEO's professional schedule, including agendas, mail, phone calls, calendar, and travel arrangements.
• Manage CEO expenses, including monthly credit card expense reconciliation, documentation, and reimbursement processes.
• Manage the CEO's bi-monthly timesheet and paid time off.
• Manage the CEO’s requests, scheduling, and travel for speaking engagements.
• Draft professional letters on behalf of the CEO.
• Prepare agendas for CEO approval before staff and board meetings.
• Take minutes and track action items at meetings with the CEO, including for staff meetings and with external partners as requested.
• Vet new inquiries for partnerships and provide relevant information to the CEO for consideration.
• On behalf of the CEO, coordinate meeting schedules with the Board of Directors and committees.
• Take minutes and track action items for all Board of Directors meetings and Board committee meetings.
• Provide logistical and administrative support to ensure Board members are prepared, and meetings run smoothly.
• Arrange Board travel, logistics, and reimbursements as needed.
• Arrange for new Board Members' orientation and training.
• Maintain the Board of Directors’ Board orientation booklet.
• Maintain and track the Board of Directors' term timelines.
• Assist in managing requests for staff presentations, event attendance, tabling, and collaborative event organizing, and submit to the Executive Team for approval.
• Coordinate calendar management and event tracking, as well as content and flow of information to the Executive Team and staff, utilizing spreadsheets and project management tools.
• Accompany CEO and staff for group travel as needed for event and logistics coordination.
• Provide management of NABS’s main phone line, and info email along with staff team to ensure timely responsiveness to constituents on behalf of the Executive Team.
• Provide management of notes for NABS’s weekly staff meeting.

Benefits

• health, dental, vision, life, and disability insurance with full premiums paid by NABS for the employee and 75% paid by NABS for dependents/partner
• a 401(k) match up to 4% of salary
• paid family leave for qualifying events
• four weeks of paid time off each year
• paid winter break the last two weeks of December

What This Job Offers

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