Executive Assistant and Board Liaison
About us:
People Serving People is the largest and most comprehensive emergency shelter for families experiencing homelessness in Minnesota and a dedicated leader in homeless prevention. If you want to help transform communities and see families thrive, then People Serving People is the place for you.
What do we need:
The Executive Assistant and Board Liaison position at People Serving People is an excellent opportunity for someone with experience managing executive calendars. Respectful and efficient management of the CEO calendar makes a significant positive impact on the work lives of staff members working closely with the CEO and is instrumental in helping People Serving People drive toward organizational priorities. If you love the puzzle of calendaring and care deeply about improving outcomes for unhoused populations in Minnesota, this could be the perfect opportunity for you to make an impact while doing work you love.
This role also serves as the administrative manager of the Board of Directors as well as the CEO.
This is a full-time, exempt position with a comprehensive benefits package.
Responsibilities:
Book and Maintain Internal Meetings
- Manage calendars for internal meeting structures such as all staff meetings, executive leadership team meetings, and 1:1 check-ins with the CEO:
- Implement internal meeting schedule (check-ins, team meetings, step-backs, etc.)
- Forecast calendar conflicts and troubleshoot, proactively suggesting alternatives to meet meeting cadences and outcomes.
- Owns and/or helps on other internal events and projects as needed.
Actively Manage the CEO’s Calendar
- Manage the CEO’s calendar to both internal and external priorities. This includes surfacing questions, getting aligned on tradeoffs, and ensuring enough space/travel time between meetings.
- Conduct tiered outreach to external partners to secure meetings as needed to advance the priorities of People Serving People.
- Respond promptly and respectfully to all external partners engaging with the CEO.
- Keep tabs on the meeting calendars and updates of external groups the CEO is a part of.
Assist with CEO Project Management
- Know what projects the CEO is working on and what deadlines matter. Block and protect specific work time for projects, ensuring key project work is done on time and not scheduled over.
- Gather background materials and information for project work blocks wherever possible to maximize CEO work time.
- Actively communicate with relevant constituents about when they can expect various projects to be complete or reviewed by the CEO.
Board Liaison
- Provide service, scheduling, logistical and technical support for the Board of Directors and Board Committees.
- Ensure timely and accurate production and distribution of meeting agendas, minutes, and materials.
- Prepare and/or maintain all board and committee files and materials, including bylaws, conflict of interest forms, rosters, contact information, demographic information, orientations, policies and procedures, agendas, minutes, and meeting materials.
- Provide logistical support for board voting items, including but not limited to distributing materials, collecting signatures, tallying votes, and documenting verdicts
- Coordinate and co-host board events, such as the annual Board of Directors and Executive Leadership Team Retreat.
Additional duties will be assigned by the CEO and as part of your overall responsibility as a member of the team at People Serving People.
Requirements:
- Required Education and Experience:
- 3-5 years’ relevant experience managing an executive calendar
- Experience with project management
- Experience and Fluency with the following: email, Microsoft and google applications, project management platforms
Pay and Benefits:
- $70,000 - $80,000 salary
- Full-Time, Monday through Friday, business hours. May need to work evenings for events.
- Medical, dental, and vision insurance available.
- Company-paid life and disability insurance.
- 401(k) with employer contribution at 6 months.
- Competitive PTO program.
- Reduced cost parking or metro pass.
- Cellphone reimbursement.
- Reduced childcare rates.
- Financial wellness benefit.
- The chance to make a real difference in the community.