Executive Assistant

CommonBond • St. Paul, MN

18d • Hybrid

About The Position

The Office Management and Administration (OMA) team manages the daily operations and procedures of the CBC office, handles all correspondence, maintains records and files, arranges meetings and events, and serves as the face of the organization and customer-service liaison for both visitors and internal staff. The Executive Assistant is a senior-level professional who supports the strategic work for the executive team. Serving as a trusted partner by moving the organization’s work through the management team, the board and its committees, and ensuring efficient and effective time management of the team.

Requirements

• High school diploma or equivalent.
• At least five years of Executive Administrative support to C-Suite and Board experience required.
• Notary Public certification required 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 high-paced and at times stressful environment.
• Ability to prioritize tasks and to delegate when appropriate.
• Basic understanding of how to operate standard business equipment.
• Extremely proficient with Microsoft Office Suite or related software.

Nice To Haves

• Bachelor’s degree in business administration or related field.
• Ability to successfully manage multiple projects.
• Excellent interpersonal, organization, and communication skills.
• Not-for-profit experience.

Responsibilities

• Serve as a strategic administrative partner to the executive team, ensuring effective prioritization of time, initiatives, and organizational commitments.
• Manage and prioritize meetings, requests, and communications for the CEO and Executive Team to support organizational alignment.
• Manage executive team calendars, appointments, and meetings, ensuring efficient time management.
• Represent the organization in a manner that is consistent with its values and culture both internally and externally, demonstrating integrity, professionalism, and discretion in all interactions and communications.
• Manage complaints, legal notices, and other critical communications—whether by phone, email, or letter—and route them to the appropriate party with clear, timely follow-through.
• Oversee executive communications by triaging email, phone calls, and other inquiries to appropriate parties to prioritize and ensure timely follow up and response.
• Coordinates executive travel arrangements, including flights, accommodations, itineraries, and manage expense reimbursement and documentation.
• Prepare, draft, and distribute correspondence, memoranda, reports, and other business communications. Facilitate the preparation of presentations, documents, and spreadsheets.
• Maintain internal and external facing filing systems, both electronic and physical, ensuring accuracy, access control and organization.
• Attend Management Team, Board and Committee meetings to take notes, follow up on action items, and record minutes where applicable.
• Manage lifecycle for official company documents, including proofing, obtaining approval/signature, and notarizing as required while ensuring the document retention policies are adhered to.
• Research, gather, and compile data as requested by executives.
• Oversee confidential information with integrity and discretion.
• Provide administrative support to other departments as needed.
• Oversee the front desk, provide general administrative support, answer phones, greet and provide support to clients, vendors, residents and prospective residents, and employees with administrative requests.
• Prepare and maintain the annual board and committee planning calendars.
• Support the executive team in planning for movement of work through the committees.
• Establish and schedule in-person and virtual meetings. For all meetings, affirmatively confirm attendance to confirm quorum, facilitate and record virtual decisions/votes.
• Prepare first draft of agenda and minutes, working with staff liaison to complete and distribute.
• Compile board and committee materials, proof for quality control, make corrections, obtain signoff from staff liaison, and distribute appropriately.
• Manage document retention according to policy.
• Coordinate content and compilation of framework for board materials from management team, and others with clear deadlines.
• Maintain distribution lists, board portal, and control access to corresponding documentation.
• Follow-up on approval documents requiring signatures.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED