Executive Assistant to the Vice President

Position: 
Executive Assistant to the Vice President
Organization Name: 
Women's Foundation of Minnesota

SUMMARY

The Executive Assistant to the Vice President supports the Vice President internally and externally, and exhibits excellent interpersonal skills, diplomacy, hospitality, and professionalism. The person will schedule and manage logistics and can prioritize issues facing the Vice President. This is a position for a skilled assistant who understands the value an Executive Assistant brings and who will provide the management and administrative systems needed to support busy executives and staff.  The person should be a problem-solver and team player with an appetite for a high energy and entrepreneurial work environment.

This position involves two key areas of responsibility: 1) To proactively develop, implement, and maintain the systems for supporting the Vice President, in the governance and strategic leadership of the Foundation; 2) To support the Vice President in day-to-day management, including fundraising, scheduling and calendars, administrative support and organization, and internal and external relationship management.

PRIMARY RESPONSIBILITIES

Assistant to the Vice President

  • Manage Vice President in outreach to donors, volunteers, and community organizations.
  • Schedule and set up meetings with donors, elected officials, corporate and philanthropic leaders, volunteers and community organizations.
  • Organize appointments and meetings with Foundation stakeholders.
  • Provide follow-up support from stakeholder meetings.
  • Ensure materials and background information are researched and prepared. Provide administrative support to Vice President. Organize and sustain filing system.
  • Answer and screen calls.
  • Assist in email organization.
  • Manage electronic files:  storing, archiving, and retrieving files.
  • Manage calendars.
  • Update and maintain Foundation Annual Operating Plan.
  • Update and maintain other program-related operating plans.
  • Assist the Foundation to efficiently and effectively conduct its work by utilizing planning tools, updating tools and templates as necessary.
  • Provide support for committees including logistics, prepare meeting materials, and take and distribute minutes. 
  • Troubleshoot technology issues as needed in an efficient manner.
  • Serve as the liaison between the IT consultant and President & CEO and Vice President to resolve technology issues.

SECONDARY RESPONSIBILITIES

  • Provide administrative support to other members of the executive team (prioritizing vice president of external relations) as capacity allows and needs dictate.
  • Participate as an active member of the Foundation staff by working collaboratively to create synergy and efficiencies with other staff members; and by communicating openly and honestly with staff and volunteers.
  • Attend Women’s Foundation of Minnesota events, as required and/or as requested by the Vice President.
  • Perform all other projects and tasks as assigned by the Vice President.

JOB SPECIFICATIONS

Desired Education and Experience

  • Associates degree or higher preferred.
  • Minimum of five years of administrative experience required. Experience assisting an executive preferred.
  • Knowledge of and experience in non-profit or foundation environment.

Knowledge, Skills and Abilities

  • Demonstrates initiative and a solution-focused attitude while positively contributing to our team work environment.
  • Proven ability to succeed in a fast-paced work environment while carrying forward a multitude of initiatives and projects with excellence and a low margin of error.
  • Excellent interpersonal communication skills and relationship building skills to effectively work with a variety of people and personalities, including developing relationships with Board members, volunteers, staff, donors, and potential donors. Able to communicate clearly both orally and in writing.
  • Ability to work in a cross-functional work environment and willingness to ‘manage up’ and across.
  • Applies effective time management skills to meet all deadlines. Displays flexibility to meet organization’s unique needs.
  • Proficiency with current office and computer technology; experience with word processing, spreadsheets, database and email applications (MS Office Suite, Raiser’s Edge, etc.)
  • Ability to manage multiple tasks and projects simultaneously required.
  • Ability to work closely with others.
  • Understands confidential nature of organization information and maintains confidences.
  • Applies effective time management skills to meet all deadlines. Displays flexibility to meet organization’s unique needs.
  • Strong general office and organizational skills, including filing.  Detail-oriented and able to meet deadlines.
  • Experience with office equipment, including copiers, fax machines, and telephone systems.
  • Sense of Humor.
  • Passion for the Women’s Foundation of Minnesota’s mission.

Physical Requirements Necessary to Perform This Job

  • Hear and speak to use telephone and communicate with people both in and out of the office environment.
  • Sit at desk for extended periods, as well as move around office area repeatedly throughout the day.
  • Apply manual dexterity for computer keyboarding and office equipment use.
  • Visual ability to review detailed reports and information.
  • Physical ability to move around office area repeatedly throughout the day.
  • Flexible work hours requiring work more than 40 hours/week when necessary

Tools and Equipment Used

  • Incumbent must be able to use multi-line telephone, calculator, copy machines, facsimile machines, computers, postage machine, and other office equipment.
  • Able to become proficient in MS Office Suite of software as well as fundraising, publishing and research applications.

Salary range: $48,000-$55,000

If interested email resume and cover letter to humanresources@wfmn.org to the attention of Heidi Walsh.

Application Deadline: 
Friday, February 23, 2018