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Executive Assistant, Office of the President

Organization
McKnight Foundation
Location
Minneapolis, MN
Salary Range
$82,293
Posting Date
July 10, 2024
Application Deadline
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Job Description

The executive assistant provides high-level administrative support, coordination, project management, and ensures the smooth functioning of the executive's office by providing a wide variety of administrative support that facilitates the executive leader's ability to lead the organization effectively. This position will work closely with and report to the Chief of Staff.

Job Duties and Responsibilities

Provide Executive Administrative Support

  • Performs various high-level administrative duties to support the executive member and other assigned leadership, paying special attention to the fact that the information, decisions, and communication involved may be sensitive or confidential.
  • Maintain and coordinate the executive leader's calendar and meeting schedule, including preparing meeting materials, arranging food/beverages, recording minutes, and managing technology as needed.
  • Provide sophisticated calendar management for the leader by prioritizing inquiries and requests while troubleshooting calendar conflicts, ensuring that preparations are made and all materials are provided in a timely manner.
  • Handle travel arrangements, including conference registration, hotel accommodations, and air travel, and provide supporting materials for travel.
  • Coordinate accounts payable items for approval and the team's monthly budget reconciliation process, including tracking department budgets and forecast expenditures to ensure responsible stewardship of Foundation resources.
  • Coordinate, review, and submit expense reports and monthly visa reconciliations.
  • Participate in meetings and designated work groups; record and publish notes.
  • Coordinates changes and maintains database, systems, and files, resulting in data integrity and streamlining the information collection while adhering to established standards.
  • Support the leader by drafting, reviewing, editing, and routing written materials as required.
  • Maintain the department and SharePoint files and documents shared with others, ensuring current and accurate data.
  • Process and track contracts for the executive leader or as the contract lead requests.
  • Manage long- and short-term projects as assigned.

Provide Support for Board Meetings and Committees

  • Support the executive leader in working with the Executive and Governance committees or other Board Committee Chairs, including coordinating schedules, distributing meeting materials, and supporting technology needs.
  • Coordinate with the Governance Coordinator and Executive Assistant for Committee meeting planning and scheduling for quarterly and off-cycle meetings.
  • Respond to Committee member inquiries or needs.
  • Prepare and organize materials for incorporation into the quarterly board book and ensure all Board and investment committee materials are archived properly for retention and reference.
  • Create or improve upon systems and processes for ongoing, regularly occurring activities and tasks.
  • Provide back-up support to other administrative roles.

Provide leadership support to Office of the President (OTP)

  • Provide support in processing contracts, budgeting and reforecasting, and other operational duties for OTP leadership, not including calendaring.
  • Provide administrative and logistical support for GroundBreak Coalition and other events for which McKnight Foundation is the primary sponsor and support from OTP is identified.
  • Coalesce and track projects across OTP and provide regular status reporting on progress to identify additional support as needed to meet OTP project goals.

Participate in Foundation-wide Meetings and Events

  • Attend and actively participate in staff meetings, retreats, DEI sessions, and other foundation-wide training and meetings.
  • Participate in cross-functional work groups and action learning teams, as appropriate.
  • Provide backup as needed for other administrative positions.
  • Assist other teams as requested and when available.

Competencies

Foundation-wide Competencies:

  • Collaborates, Communicates Effectively, Manages Complexity, Builds Networks, Being Resilient, Drives Results, Strategic Mindset, Instills Trust

Qualifications

Minimum Education and Experience

  • Bachelor's degree or equivalent experience and training.
  • Minimum of 4 years related professional work experience in an administrative position supporting complex teams.
  • Project management responsibility is required.

Knowledge, Skills, and Abilities

  • Ability to anticipate needs and act accordingly.
  • Ability to work collaboratively and respectfully with various people and groups and represent the Foundation effectively.
  • Ability to handle a fast pace, heavy workloads, work independently, and meet deadlines.
  • Ability to organize tasks, manage time, and prioritize projects to meet deadlines.
  • Strong commitment to high standards of accuracy and strong attention to detail.
  • Ability to provide a high level of customer service to both internal and external constituents.
  • Ability to handle confidential information responsibly.
  • Ability to work effectively and efficiently with others and adjust to changing priorities.
  • Ability to coordinate and manage complex projects and logistics.
  • Ability to prepare clearly written summaries and analyses.
  • Ability to create dynamic and engaging presentations, including charts and graphics.
  • Ability to maintain confidential information.
  • Skills in problem-solving and analysis.
  • Ability to communicate effectively interpersonally and in group presentations.
  • Ability to work with a high level of proficiency in Microsoft 365 and Microsoft Office software; including Word, Excel, SharePoint, PowerPoint and Outlook, and Adobe Acrobat Pro and Photoshop.
  • Ability to gain competency in internal systems like Concur (finance software) and Blackbaud (grant management program).
  • Proficiency with meeting room technology, including projectors, microphones, teleconferencing, videoconferencing equipment, etc.

Working Conditions and Physical Effort

  • Work is normally performed in an office work environment but may occasionally include the president's home or other off-site venue.
  • Regular operation of normal office machines (computer, copier, and fax) is required.
  • Lifting objects up to 15 lbs., such as files boxes and other office equipment.
  • There are occasional evenings and weekends required.
  • Limited travel may be required.

Compensation and Benefits

This opportunity is a full-time, exempt position based in Minneapolis. The hiring salary is $82,293. Compensation includes generous time off and participation in the Foundation's comprehensive and robust benefits plan, which includes an annual Tuition Assistance and Professional Development plan and employee spending account programs.

Equal Opportunity Employer

The McKnight Foundation is an equal-opportunity employer and proudly values diversity. Candidates of all backgrounds are encouraged to apply. As an employer, McKnight has the opportunity and responsibility to embed equity across its policies and practices-in how teams are hired, trained, developed, and supported, and in how the organization crafts its culture.

President Tonya Allen heads a majority women, majority people-of-color senior leadership team. In addition, McKnight has increased diversity at every level and in every department across the Foundation. This didn't happen by chance. It required actively recruiting candidates from a variety of backgrounds and valuing their skills and lived experiences in addition to specific academic degrees or other formal credentials. McKnight's team has a wealth of diversity in perspectives, backgrounds, and lived experiences to advance the Foundation's mission.

To Apply

Please apply for this position through McKnight's website. Please upload both a resume and cover letter.

Applications will be accepted until Wednesday, July 24, 2024, at 5:00 pm Central Time. All inquiries will remain confidential.

The above statements are not intended to encompass all functions and qualifications of the position, rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this description.

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