Executive Assistant & Governance Specialist (Hybrid)

NAMSA•Minneapolis, MN

1d•$56,000 - $109,000•Hybrid

About The Position

NAMSA is seeking an Executive Assistant & Governance Specialist to provide comprehensive administrative support to executives and leadership team members while supporting corporate governance and entity-record activities. The role manages executive calendars, logistics, travel and expenses; prepares meeting materials and business communications; tracks commitments and action items; and coordinates confidential matters and special projects. It also supports Board and committee documentation, corporate records for the parent company and subsidiaries, annual entity requirements, document execution, and information requests related to audits, financing, due diligence, transactions, regulatory matters, and other enterprise initiatives. The position may require occasional travel. The target pay range is $80,000–$85,000 depending on location and experience, with eligibility for NAMSA Achieves, the company bonus structure. The compensation grade range is $56,000–$109,000 annually.

Requirements

Bachelor's degree in Business Administration, Legal Studies, Political Science, Communications, Project Management, or a related field, or equivalent.
At least 5 years of progressively responsible executive support, executive administration, or business operations experience.
1–3 years of experience supporting corporate governance, legal operations, paralegal functions, strategy, or compliance activities.
1–3 years of project coordination or project management experience.
Experience directly supporting senior executives in a complex corporate environment.
Demonstrated experience handling highly confidential and sensitive information.
Exceptional organizational, project-management, written communication, and follow-through skills.
Ability to independently manage multiple priorities, deadlines, and stakeholders.

Nice To Haves

Paralegal Certificate, Notary, Corporate Governance or Project Management coursework or certification, or CAP (Certified Administrative Professional) certification.
Experience supporting a Board of Directors or Board Committees, or corporate governance processes.
Experience maintaining domestic and/or international legal entity records.
Experience coordinating corporate transactions, due diligence, financing activities, or M&A projects.
Experience within medical device, healthcare, life sciences, research, consulting, legal, or other regulated industries.
Experience with technologies such as SmartSheet, Co-Pilot, Concur, ERPs, and Purchase Ordering Systems.

Responsibilities

Provide administrative support to executives and leadership team members, including complex calendar management, scheduling, logistics, travel arrangements, and expense reporting.
Manage executive priorities and competing demands to align time with high-priority business needs.
Coordinate executive leadership meetings and prepare agendas, briefing materials, PowerPoint slides, summaries, and other meeting materials.
Prepare confidential and nonconfidential correspondence, leadership communications, presentations, reports, and business documents.
Track executive action items and follow up on deliverables, including those involving confidential or sensitive information.
Anticipate deadlines, decisions, meetings, and deliverables and proactively prepare executives and stakeholders.
Maintain a structured system for executive commitments, follow-ups, decisions, and action items.
Coordinate sensitive and confidential matters with discretion.
Contribute to special projects assigned by executive leadership.
Assist with drafting and maintaining Board and committee materials, resolutions, written consents, minutes, and supporting documentation.
Support corporate records for the parent company and domestic and international subsidiaries.
Maintain organizational records, including entity information, directors and officers, governing documents, ownership information, signing authorities, and related corporate documentation.
Coordinate annual entity requirements and corporate housekeeping with internal legal resources, outside counsel, registered agents, and other service providers.
Maintain corporate organizational charts and authorized signer, officer, and director information.
Assist with obtaining signatures and coordinating execution of resolutions, agreements, certificates, powers of attorney, and other corporate documents.
Maintain centralized, organized electronic governance and corporate records.
Support information requests related to audits, financing, due diligence, transactions, regulatory matters, and other enterprise initiatives.
Perform other duties as assigned.