ABOUT MEET MINNEAPOLIS
At Meet Minneapolis, our mission is to positively impact the economic and social prosperity of our Minneapolis community by attracting visitors, meetings and events that directly support jobs and local businesses, generating critical revenues.
We believe in our shared passion to support the diverse community of Minneapolis through our values of Service, Collaboration, Inclusion, Passion and Integrity. We recognize it's the unique contributions of all of us at Meet Minneapolis that drives our success, and we're committed to building a culture where everyone can thrive and find meaning in their work.
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Position/Title: Executive Assistant
Department: Finance & Administration
Reports to: President & CEO
Status: Full-time; Exempt
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Job Summary
Under the direction of the President & CEO, the Executive Assistant professionally manages the operations of the office of the President & CEO and Board of Directors, by providing strategic support for scheduling, drafting internal and external communications, and assisting the President & CEO with stakeholder engagement and management. This position may also oversee special projects and provide support to other members of the organization’s Executive Leadership Team.
ESSENTIAL DUTIES & RESPONSIBILITIES
President & CEO Support
- The Executive Assistant represents the President & CEO by being the main point of contact and liaison on behalf of the President & CEO for internal and external stakeholders including government officials.
- Manages the calendar of the President & CEO by scheduling appointments and meetings for the president with internal and external stakeholders.
- Coordinates travel itineraries for the President & CEO including registration, travel reservations, agendas and materials, as well as any physical accommodations necessary for the President & CEO and/or invited guests.
- Composes and edits correspondence and documents, as requested by the President & CEO and ensures records are categorized and managed in a timely and efficient manner.
- Ensures timely and accurate expense management for the office of the President & CEO, including monthly expense reporting.
- Maintains accurate and complete directories and rosters of internal and external stakeholders.
Board of Directors
- The Executive Assistant provides executive support for the Meet Minneapolis Board of Directors and related committees and advisory groups.
- Ensures timely preparation and distribution of all presentations, agendas, board packets and supporting materials for Boards and Board standing committees meetings.
- Maintains familiarity with the Board by-laws to support the Boards' compliance with its own policies and with best practices in board governance.
- Ensures all Board and Committee governance standards are met including execution of required board documents (conflict of interest, code of ethics, etc.) on an annual basis, documenting minutes, tracking statistical and other information about the Board attendance, committee membership, terms, the Board's demographic profile, etc.
- Ensures that the external SharePoint Site for board members is accurate and contains up to date information with all board materials.
- Coordinates logistical arrangements for meetings of the Boards and the Boards' Committees, including space and facilities’ needs, meals and refreshments, supplies.
- Coordinates all on and offsite technology for onsite and hybrid/remote meetings Board and Committee meetings.
- In collaboration with the President & CEO and Executive Leadership Team, designs and implements an orientation program for new members of the Board.
Departmental Support
- Provides executive and administrative support to other Meet Minneapolis departments.
- Assists in overall organizational calendar management including Meet Minneapolis staff and external stakeholders.
- Other duties as assigned.
LEADERSHIP RESPONSIBILITY
- As the President & CEO’s Executive Assistant, this position attends Executive Leadership Team and Leadership Team meetings and works closely with other leadership positions in the organization.
ESSENTIAL EDUCATION/EXPERIENCE
- Minimum of three years’ experience supporting C-Suite level executives in a multi-stakeholder environment
- Experience working with boards of directors, the nonprofit sector and/or public sector desirable
- Project management experience (software and concept familiarity)
- Event and meeting management experience
- Bachelor’s degree or equivalent experience
ESSENTIAL ABILITIES & SKILLS
- Excellent interpersonal skills, including the ability to collaborate and work effectively with a diverse group of people and across departments
- Commitment to confidentiality and political savvy in Board, partner and other stakeholder relations
- Ability to think strategically with problem solving and project management skills
- Proficient in MS Office Suite and working knowledge of social media
- Excellent oral and written communication skills; ability to synthesize discussions and information into summary format with accuracy and attention to detail
- Solid knowledge of executive office procedures, calendar management, practices, and technology needs
SALARY
- $70,000 - $85,000 starting range for annual base salary plus 7.5% annual bonus potential.
BENEFITS
- Meet Minneapolis offers a generous benefits package including: medical, dental, vision, STD/LTD, Life Insurance, 401(k), vacation, sick time, parental leave and personal volunteer time for employees who are benefits eligible.
WORKING CONDITIONS
- General office environment
- hybrid: 60% in-office requirement, 40% remote option (as work schedule permits)
- Local Travel
PHYSICAL DEMANDS
While performing the duties of this job, the employee will be required to:
- Walk, sit, bend and squat
- Talk and hear
- Grab, pull or bend items
- Lift and/or carry up to 40 lbs
- View items at a close and distant range
- Stand, Walk and Sit for extended periods of time
- Use computers for extended periods of time
- Air and ground transportation travel for extended periods of time
Note: Job Descriptions are not exhaustive lists of all skills, responsibilities, or efforts associated with a job. They reflect principal job elements essential for performing the job and evaluating performance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
This document does not create an employment contract, implied or otherwise, other than as “at will” relationship.
Meet Minneapolis is an equal opportunity employer.
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