Executive Assistant

ServeMinnesota • Minneapolis, MN

3d • Hybrid

About The Position

The Executive Assistant serves as a trusted partner to the Chief Executive Officer (CEO), Chief Operating Officer (COO) and Executive Leadership Team by providing high-level executive support. This role integrates executive administration with the full contract lifecycle, ensuring leadership priorities, organizational agreements and critical business operations are managed efficiently and seamlessly. Reporting to the COO, the Executive Assistant maintains confidential information with discretion, supports organizational governance and regulatory requirements and serves as a central point of coordination for internal and external stakeholders. Through exceptional organization, sound judgment, attention to detail and proactive problem-solving, the Executive Assistant enables executive effectiveness, strengthens operational efficiency and contributes to the successful execution of strategic initiatives and organizational goals. This position requires being in the Minneapolis office at least 4 days per week to effectively support on-site needs and serve as a go-to person for Executive Leadership Team.

Requirements

• At least three years of Executive Administrative support to C-Suite and Board experience required.
• Extremely proficient with Microsoft Office Suite, Zoom and comfort learning new technologies as needed.
• Excellent written and verbal communication skills adaptive to circumstances and contexts.
• Meticulous attention to detail in all aspects of work required.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to manage competing priorities and work independently.
• Understanding of appropriate personal boundaries and professional ethics.
• Interest in leadership development and continuous professional growth.

Nice To Haves

• Bachelor's degree in business administration or related field.
• Strong judgment and discretion, with the ability to anticipate needs and resolve or escalate matters appropriately.
• Able to build positive, nonjudgmental relationships with community.
• Ability to function well in a high-paced and at times stressful environment.
• Flexibility to work evenings and weekends in rear occasions
• Not-for-profit experience.
• AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Responsibilities

• Serve as a strategic administrative partner to the CEO, COO and Executive Leadership team, anticipating needs and using sound judgment to prioritize time, initiatives and organizational commitments — including executive meeting coordination.
• Manage Executive Leadership calendars, meetings, and communications, triaging email, phone calls and inquiries to ensure efficient time management and organizational alignment.
• Coordinate Executive Leadership travel arrangements including flights, accommodations, itineraries and expense reimbursement documentation.
• Prepare, draft and distribute correspondence, memoranda, reports and concise briefing materials, agendas and meeting packets on behalf of Executive Leadership.
• Manage the full contract lifecycle — drafting, reviewing, routing, execution, renewal, amendment and termination — in coordination with the CEO, COO, Executive Leadership team, legal counsel, vendors, clients and external stakeholders.
• Maintain contract databases and tracking systems, monitoring deadlines, renewal dates, notice periods, compliance requirements and key deliverables to ensure timely action and mitigate risk.
• Facilitate contract and document approval workflows, obtaining required reviews, authorizations, signatures and manage the lifecycle of official company documents in accordance with retention policies.
• Track contractual and organizational obligations, following up with responsible parties to ensure deliverables, milestones and reporting requirements are fulfilled.
• Support vendor onboarding, audits, compliance reviews and due diligence activities by maintaining accurate and readily accessible contract and organizational records.
• Handle confidential and sensitive information — administrative, contractual, and legal — with the highest level of integrity and discretion, while identifying opportunities to improve processes, workflows and document controls.
• Provide administrative support to departments across the organization as needed.
• Other duties as assigned.

Benefits

• Comprehensive benefits package including 403(b) retirement plans.
• Opportunities for professional development and advancement.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive