Executive Assistant

Minneapolis Institute of Art; Minneapolis (MN); On-site; USD 62,000 - 64,000; Full time

Benefits offered by this job

Health benefits

37.5-hour work week

11 paid holidays

403(b) Retirement + Savings Plan

Job summary

The Minneapolis Institute of Art (Mia) is seeking an Executive Assistant to provide high-level administrative support to the Chief Advancement Officer and Senior Deputy Director. This full-time, on-site role oversees calendars, travel, communications, and donor relation activities in a confidential environment.

Responsibilities include preparing materials, coordinating meetings, managing budgets and invoices, and supporting division projects with internal teams.

Qualifications

• At least 5 years of high-level administrative experience.
• Experience handling confidential information and senior-level correspondence.
• Strong written and editing skills with attention to detail.

Responsibilities

• Provide executive-level support to the Chief Advancement Officer and Senior Deputy Director.
• Manage calendars, travel, expenses, and complex meeting logistics.
• Coordinate donor relations, drafts, and communications; track moves management tasks.
• Prepare materials, minutes, and reports; maintain confidentiality across the office.
• Support division projects and internal teams, including logistics and reporting.

Skills

Executive support

Attention to detail

Discretion & confidentiality

Customer service

Adaptability

Tools

Microsoft Office

Google Suite

Teams

Salesforce

Asana

Job description

Executive Assistant to the Chief Advancement Officer

Full-time (37.5 hours weekly), non-exempt

Hourly rate: $32.00 - $33.00 per hour

On-site

The Job

To provide high-level executive, administrative, and project support to the Chief Advancement Officer, the Senior Deputy Director, and their respective areas of responsibility.

In this role, you will…

Provide Executive Support:

• Provide executive-level administrative support to the Chief Advancement Officer and Senior Deputy Director, demonstrating excellent organizational and problem-solving skills, attention to detail, initiative, and follow-through.
• Prioritize and help manage internal and external communications with key stakeholders, including trustees, donors, division heads, direct reports, and others, drafting correspondence, such as gift acknowledgments, email responses, and meeting invitations, editing materials, and identifying priority issues for attention.
• Manage executive calendars, expenses, and travel arrangements.
• Support tracking of donor visits and relationships via moves management tools, creating contact reports and managing follow up steps.
• Schedule complex meetings and manage related logistics.
• Prepare and distribute meeting notifications, presentations, and materials.
• Reserve meeting space and arrange for necessary technology, catering, etc.
• Record meeting minutes and monitor follow-up items as requested.
• Anticipate executives’ workflow and needs, reviewing priorities to ensure that tasks/projects are completed in a timely manner, and utilizing appropriate tools to ensure efficient communication.
• Maintain confidentiality regarding all aspects of the Director’s Office and Advancement Division initiatives, including budgets, personnel, and donor relationships.

Coordinate Projects:

• Assist with researching, developing, implementing, maintaining, and monitoring division projects, including capital improvement projects and fundraising campaign.
• Coordinate, track, and follow up on projects as assigned, including activities of external partners and vendors.
• Help to manage work of internal project teams, supporting meetings, schedules, communications, and assignments.
• Produce and distribute materials as directed, including PowerPoint decks, spreadsheets, and print materials.
• Monitor project due dates/deadlines and communicate with team members and project owners to ensure accurate and timely implementation and reporting.

Provide other Administrative Support:

• Organize and maintain filing systems in a manner that ensures accuracy and accessibility, and where necessary, confidentiality.
• Provide backup administrative support to Director’s Office staff as needed, including greeting and escorting of guests and management of hospitality/catering for meetings.
• Track and maintain budgets and invoices as directed.
• Maintain tidy office area and restock office supplies for Advancement division as needed.
• Support daily tracking, monitoring, and classifying of donor gifts and pledges and provide backup to other Advancement staff.
• Respond to general inquiries from trustees, donors, members, and staff, providing excellent customer service.

Perform Other Duties as Assigned

To be successful in this role, you have…

• Superior written, editing, and grammatical skills
• Demonstrated customer/client service skills and experience
• Experience working with confidential information
• Flexible, adaptable, and responsive to change
• Proficiency with office technology and software (Microsoft Office, Google suite, Teams)

Requirements:

Required:

• At least 5 years related high-level administrative experience

Preferred:

• CRM experience (e.g., Salesforce)
• Project management experience and familiarity with related tools (e.g., Asana)

Mia Culture

The Minneapolis Institute of Art (Mia) is an audience-centered, equitable and inclusive workplace where everyone is welcome. Mia is Mission Driven, Generous, Agile, Emotionally Aware, and Positive, and endeavors to create a workplace culture where staff are responsible to one another, to our visitors, and to themselves to do the best work possible.

Mia Benefits and Perks

Health and Wellness: Mia offers comprehensive health benefits, including medical, dental, paid life insurance, short-term and long-term disability, and vision coverage. We have a wellness and employee assistance program to support your overall wellbeing.

Financial Security: We provide financial peace of mind with a variety of options, including a Flexible Spending Account (FSA) for health expenses and a Dependent Care Account (DCA) for dependent care expenses. Our 403(b) Retirement + Savings Plan includes a percentage of salary contribution from Mia after two years of employment (and minimum hours and age eligibility requirements are met).

Additional Perks: In addition to paid vacation, personal, sick days, enjoy a balanced work-life with a 37.5-hour work week and 11 paid holidays.

Join Mia and enjoy a workplace that values your health, financial security, and personal development, all while contributing to a vibrant cultural institution.

Posting Deadline

No set expiration date. Job postings typically stay posted until candidates are selected for phone interviews.

Mia is committed to championing policies and practices that value diversity, foster equity, and empower an accessible and inclusive environment. Our strength lies in the diversity among the broad range of people who contribute their time and talents to Mia. We consider inclusion and accessibility a driver of institutional excellence and seek out diversity of participation, thought, and action. It is our aim, therefore, that our employees, trustees, interns, and volunteers reflect and embrace these core values.

AN AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER