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Executive Assistant to the CEO

St. Paul, MN

Position Profile: Executive Assistant – Northwest Area Foundation

kpCompanies is leading the search for the next Executive Assistant to the Chief Executive Officer for Northwest Area Foundation. This position provides executive-level support to the CEO and serves as the key point of contact between the Foundation and its board of directors. The Executive Assistant will Facilitate clear communication and maintain credibility, trust, and support between the CEO, Foundation staff, external contacts, and partners. Represent the CEO internally and externally with positivity, warmth, and integrity.

We welcome you and thank you for taking the time to review this Executive Assistant to

the CEO and Board Liaison job posting.

 

THE ORGANIZATION: Northwest Area Foundation

The mission of the Northwest Area Foundation (NWAF) is to support efforts by the people, organizations, and communities of our region to reduce poverty and achieve sustainable prosperity. Our region includes the eight states of Minnesota, Iowa, North Dakota, South Dakota, Montana, Idaho, Washington, Oregon, and the 76 Native Nations that share the same geography.

 Guiding Values

All staff are expected to carry out the mission of the Foundation in a way that upholds and demonstrates our Guiding Values:

  • Social Justice

  • Courage

  • Heart

  • Grantees Come First

  • Listen and Learn for Change

  • Trust 

Our Commitment to Justice, Equity, Diversity, and Inclusion (JEDI)

We have made an intentional commitment to advance JEDI because sustainable prosperity cannot be achieved without it. The policies and systems of our region don’t work for our priority communities—Native Americans, communities of color, immigrants, refugees, and people in rural areas—and, instead, create barriers to finding good jobs, starting businesses, or building assets that might lead to prosperity. Too many people in our priority communities live in crisis or a paycheck away from it. Our work on JEDI is an effort to change these realities.

 

JOB DUTIES AND RESPONSIBILITIES:

 

Executive Assistant

  • Facilitate clear communication and maintain credibility, trust, and support between the CEO, Foundation staff, external contacts, and partners. Represent the CEO internally and externally with positivity, warmth, and integrity.

  • Anticipate needs; prioritize incoming issues, requests, and inquiries; and complete a variety of administrative duties, including those of a sensitive or confidential nature. Consult with the CEO in determining the appropriate course of action, referral, or response.

  • Manage the CEO’s calendar, including prioritizing and resolving related conflicts and competing demands and proactively scheduling meetings with internal and external individuals.

  • Support biweekly Executive Team meetings and the CEO’ s other meetings, including setting agendas and taking notes as needed.

  • Provide administrative support for the CEO’s travel, including travel planning and expense reporting.

  • Partner with the Executive Assistant to the Chief Financial Officer (CFO) to support their role when out of the office and with board-related meeting tasks.

  • Participate in staff meetings and learning opportunities and demonstrate interest in continuous development.

  • Participate in cross-functional staff work groups as appropriate.

 

Board Liaison

  • Serve as a primary point of contact for board members, managing incoming and outgoing communication, facilitating travel planning, and coordinating board meeting logistics.

  • Serve as system manager for the Foundation’s board portal (BoardEffect).

  • Coordinate the orientation and onboarding of new board members in collaboration with the CEO.

  • Serve as the CEO’s key partner in planning and executing quarterly board meetings. Assist in preparation of agendas, board materials, and board books posted in BoardEffect. Coordinate all logistics of these meetings.

  • Support the CEO with planning and executing meetings of the board’s Executive Committee and Nominating and Governance Committee, as well as meetings of the Trustees of the Louis W. Hill 1934 Trust (the Foundation’s senior governance body). Schedule meetings, finalize agendas, post meeting materials in BoardEffect, communicate with the chairs as directed by the CEO, attend meetings, take

  • minutes, and collaborate with the information technology (IT) manager to ensure all technology is ready for these meetings.

  • Record and prepare minutes of board and committee meetings, including composition of minutes, tracking of required approvals, and filing of board minutes as mandated.

  • Understand and maintain the Foundation’s bylaws, governing policies, and committee charters. Ensure mandated procedures are being followed. Serve as point person for any needed updates.

  • Serve as project lead in collaboration with the CEO on the board’s annual learning retreat outside the Twin Cities.

  • Travel occasionally as required, including for planning and executing the annual board retreat.

  • Other duties as assigned.

 

REQUIRED QUALIFICATIONS:

Below are some of the typical requirements for an Executive Assistant. We recognize that skill sets can be a complex combination of experiences. Even if your background does not exactly match these requirements but you have a passion for our work, we would love to hear from you and we recognize the value of transferable skills.

  • Associates degree with 3+ years of executive-level administrative support or equivalent experience.

  • Ability to excel within an environment that promotes racial justice.

  • Experience with completing expense reporting and invoice processing.

  • Excellent organizational skills; ability to work independently and manage multiple activities with

  • attention to detail.

  • Ability to proactively anticipate needs, make sound recommendations, propose alternative solutions,

  • take action to address issues, and resolve problems.

  • Ability to remain calm under pressure, maintain discretion in working with confidential information, and

  • demonstrate adaptability during times of change or ambiguity.

  • High-level proficiency with Zoom and with Microsoft Outlook, Word, Excel, and PowerPoint.

 

Preferred Experience

  • Experience with event planning.

  • Experience with BoardEffect software.


HOW TO APPLY

Interested candidates should submit cover letter, resume, and salary expectations no later than 9:00pm on Saturday, July 23, 2022. You can apply here:

https://kprecruiting.catsone.com/careers/28261-General/jobs/15430679-Executive-Assistant-to-the-CEO/

 

Equity & Salary Disclosure

We believe in practices that create real equity and pay parity regardless of background or identity and we freely discuss compensation with all qualified candidates the first time we interview them. Saving the salary discussion for the first conversation allows us to fully understand the needs of each candidate and to ensure that qualified candidates, even those who’ve historically been overlooked and/or underpaid, don’t self-select out of the processes based on salary alone, as our experience and research suggests. In addition to those who opt out because they fear the salary may be out of reach for them, we equally don’t want to miss out on conversations with candidates who are slightly over the range when in some cases the total compensation including factors such as bonuses, flexibility, and better health benefits, etc may exceed expectations. Finally, as a search firm – we are always looking for top-notch talent to introduce to our clients. Should the salary or any other requirement not be a fit, there is often a chance that someone on our team is working on another position you may be a better fit for. If you would like to discuss your qualifications for this role as well as discuss salary and compensation - just give us a call, we’d be happy to discuss!

 

Equal Opportunity Employer

NWAF and kpCompanies are equal opportunity employers and all employees and applicants for employment are afforded equal opportunity in every area of hiring and employment without regard to race, color, ethnicity, religious creed, national origin, ancestry, sex, gender identity, age, disability, mental illness, sexual harassment, sexual orientation, genetics, military/veteran status, citizenship, arrest record, and any other legally protected characteristic.

  • All submissions received in strictest confidence.

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