Executive Assistant

Catholic Community Foundation of Minnesota; Saint Paul (MN); On-site; USD 55,000 - 75,000; Full time

Job summary

Catholic Community Foundation of Minnesota is seeking an experienced Executive Assistant to support the President and leadership team. You will manage calendars, organize meetings, prepare materials, and act as a trusted gatekeeper for high-priority engagements.

You will coordinate board and committee activities, take concise minutes, publish reports, and maintain corporate records, ensuring accurate tracking of actions and timelines.

Responsibilities

• Manage President's calendar and scheduling, including recurring meetings with staff, board, and Archdiocese leadership.
• Prepare for appointments/meetings: agenda, hospitality, research, presentations, and required prep sessions.
• Coordinate activities and projects for the President and update on status, timelines, and next steps.
• Interface with key constituents on behalf of the President and handle correspondence and filing with confidentiality.
• Act as gatekeeper: coordinate with Board and staff, schedule meetings to minimize workflow disruption.
• Attend Board/Committee meetings and take concise, accurate minutes per corporate record practices.
• Assist HR with Performance Review coordination and onboarding projects; support related HR initiatives.
• Oversee and manage board-related events and prepare presentations for Board and other events.

Job description

Responsibilities

• Executive Support - Assist President with all aspects of Foundation business:
• • Oversee all scheduling of appointments and manage daily calendar. Set recurring meetings with key staff, board, and Archdiocese leadership as directed.
  • Oversee preparation for all appointments and meetings (e.g. agenda, hospitality, research, presentations. Schedule any sessions needed to prepare for appointments).
  • Manage activities and projects in which the President is involved, keeping them informed of project status, next action steps, and timelines.
  • Interact with key CCF constituents on behalf of the President.
  • Manage President's correspondence and filing, ensuring clarity, accuracy, sensitivity, and confidentiality of all communication undertaken on behalf of the President.
  • Serve as gatekeeper - interface with Board and staff members, schedule times for individual staff to meet with President rather than interrupt workflow.
  • Meet regularly with President to understand their goals and initiatives, as well as to update them on status of in-progress and upcoming activities and projects.
• Board/Committees - Provide administrative support to the Board of Directors and all of its committees:
  • Key staff liaison, along with the President, to the CCF Board of Directors with special attention to Executive, Strategic Planning, and Governance Committees.
  • Oversee preparation for all Board and committee meetings (e.g. scheduling, agenda, confirmation of quorum attendance, hospitality, PowerPoint presentations as needed). Confirm locations/technology at meeting sites.
  • Work with CCF executive leadership team to create and publish quarterly Board reports and committee materials via the Board portal, serving as primary Board liaison for the portal.
  • Communicate with Board and committee members as needed between meetings.
  • Attend assigned Board and committee meetings and prepare concise and accurate minutes, in accordance with corporate record best practices.
  • Track all Board and committee action items for follow up and discuss with President to determine next actions.
  • Oversee and maintain corporate record of all Board and committee actions.
  • Other duties as assigned.
• Event Management - Oversee the planning and implementation of board related events.
• Presentations - Prepare presentations for Board and other events where CCF President has responsibilities.
• HR Support - Partner with VP of Finance and Administration on Performance Review Coordination, and Onboarding processes and assist with other HR projects as they arise.