Executive Assistant

CommonBond Communities•Saint Paul, MN

9d•$75,000 - $90,000•Hybrid

About The Position

The Executive Assistant is a senior-level professional who provides strategic support to the CEO and executive team. Serving as a trusted partner, this role moves the organization’s work through the management team, the Board of Directors, and its committees while ensuring efficient and effective time management for executive leadership. As a member of the Office Management and Administration (OMA) team, the Executive Assistant also supports daily office operations, correspondence, records, meetings, and events, and serves as a liaison to visitors, community partners, and internal staff. The ideal candidate brings experience supporting senior leaders in complex, governance-driven environments and can represent the organization credibly with boards, public officials, and external stakeholders.

Requirements

High school diploma or equivalent.
At least five years of executive administrative support to C-suite executives and boards.
Notary Public certification, or ability to obtain within 30 days of hire.
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Ability to function well in a fast-paced and at times stressful environment.
Ability to prioritize tasks and delegate when appropriate.
Working knowledge of standard business equipment; advanced proficiency with Microsoft Office Suite or related software.

Nice To Haves

Bachelor’s degree in business administration or a related field.
Demonstrated ability to manage multiple projects successfully.
Strong interpersonal skills.
Nonprofit, government, or public-sector experience, including support of elected officials, boards, or commissions.
Experience planning and executing events and public engagements.
Experience managing budgets or cost centers.
Experience navigating formal governance structures (boards, committees, parliamentary procedure, quorum, and voting requirements).

Responsibilities

Serve as a strategic administrative partner to the executive team, ensuring effective prioritization of time, initiatives, communications, and organizational commitments.
Manage executive calendars, appointments, meetings, and travel arrangements, including itineraries, expense reporting, and related documentation.
Review, prioritize, and route executive correspondence, inquiries, complaints, legal notices, and other critical communications, ensuring timely follow-up and resolution.
Prepare, draft, and distribute correspondence, reports, presentations, spreadsheets, and other business communications in support of executive leadership.
Attend management team, Board, and committee meetings; prepare minutes, track action items, and support follow-through on key decisions.
Manage official company documents and records, including approvals, signatures, notarization, retention, and electronic and physical filing systems.
Research, gather, and compile information for executive leadership while maintaining the highest level of confidentiality and discretion.
Oversee front desk and administrative operations, including greeting visitors, answering phones, supporting stakeholders, and providing administrative assistance across the organization.
Coordinate special projects and organizational initiatives, managing timelines, deliverables, cross-functional collaboration, and executive office budget tracking.
Maintain executive and committee digital workspaces and represent the organization with professionalism, integrity, and alignment to its mission, values, and culture.
Prepare and maintain annual Board and committee planning calendars; support the executive team in moving work through committees.
Schedule in-person and virtual meetings; confirm attendance to establish quorum; facilitate and record virtual decisions and votes.
Prepare first drafts of agendas and minutes, working with staff liaisons to finalize and distribute.
Coordinate content and compile Board materials from the management team with clear deadlines; proof for quality control, obtain staff-liaison sign-off, and distribute appropriately.
Maintain distribution lists and the board portal; control access to corresponding documentation.
Follow up on approval documents requiring signatures; manage document retention according to policy.
Plan, arrange, and execute meetings, convenings, and organizational events, including logistics, materials, and on-site coordination.
Serve as a trusted representative of the executive office in interactions with community partners, government officials, funders, and other external stakeholders.
Draft and produce outreach and communication materials, including briefings, talking points, and promotional content, in support of executive and organizational visibility.
Research and summarize complex information—including policy and regulatory matters affecting the organization—to brief executives and inform responses to external inquiries.