Executive Assistant at CONNECTABILITY OF MN INC – Waite Park, Minnesota

Summary:

The Executive Assistant provides high-level administrative and operational support to the Executive Director while assisting with coordination of leadership team activities and Board logistics. This role serves as a trusted partner to the Executive Director, managing schedules, coordinating communications, preparing meeting materials, and ensuring follow-through on priorities and action items. The Executive Assistant exercises independent judgment in managing executive scheduling, inbox coordination, and meeting preparation while helping ensure leadership time and organizational priorities are managed effectively.

This position requires a high degree of professionalism, discretion, sound judgment, and organizational skill. The Executive Assistant handles sensitive information, supports executive-level workflows, and contributes to the smooth coordination of leadership activities across the organization.

Schedule: Full-Time, standard business hours

Core Responsibilities:

Executive Director Support

• Serve as the primary administrative partner to the Executive Director.
• Proactively manage and prioritize the Executive Director’s calendar, coordinating scheduling requests, protecting focus time, and exercising judgment when arranging or adjusting meetings.
• Coordinate and prepare materials for meetings, including agendas, packets, and follow-up documentation.
• Track action items, commitments, and deadlines resulting from executive meetings and assist in ensuring appropriate follow-through.
• Monitor and manage the Executive Director’s email inbox, prioritizing messages, drafting responses when appropriate, and ensuring timely follow-up.

Board of Directors Support

• Coordinate logistics for Board of Directors meetings, including scheduling meetings and distributing materials prepared by the Executive Director or leadership team.
• Support scheduling and logistics for Board retreats and special Board-related events.
• Assist with preparation and distribution of Board materials and communications.
• Maintain organized records of Board materials and documentation.

Leadership Team & Meeting Administration

• Schedule and administer leadership meetings, including EOS/Level 10 or similar meetings.
• Prepare agendas, capture notes as needed, and track follow-up items.
• Support leadership team logistics while maintaining primary focus on Executive Director priorities.

Project & Organizational Support

• Support executive- and board-level projects by coordinating timelines, scheduling meetings, tracking action items, and following up on deliverables, but does not independently manage projects or make strategic decisions.
• Assist with organizing information, documentation, and timelines for priority initiatives.
• Coordinate across departments as needed to support executive directives and organizational priorities.

Audit & Administrative Support

• Assist with audit preparation through scheduling, document gathering, and coordination.
• Maintain organized records and documentation related to executive and Board activities.

Other Duties

• Perform other duties as assigned to support executive leadership and organizational needs.

Qualifications:

Required:

· Demonstrated experience providing administrative support to senior leadership or executives.

· Exceptional organizational, time management, and prioritization skills.

· Strong written and verbal communication skills with attention to detail.

· Ability to handle confidential and sensitive information with discretion and professionalism.

· Strong judgment and ability to manage competing priorities.

· Ability to work independently while collaborating closely with leadership.

· Proficiency in Microsoft Office Suite and comfort learning new systems.

· Ability to pass a background check.

Preferred:

· Experience supporting a Board of Directors or governance-related activities.

· Experience coordinating executive-level meetings or leadership teams.

· Familiarity with nonprofit or human services environments.

Other Requirements:

· High level of integrity, discretion, and professionalism.

· Ability to manage multiple priorities, meet deadlines, and adapt to evolving organizational needs.