Executive Assistant

Minnesota Council of Nonprofits; Saint Paul (MN); Hybrid; USD 65,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Paid family leave

Phone stipend

401k

Hybrid work arrangement

Job summary

The Minnesota Center for Environmental Advocacy is seeking an Executive Assistant to support the Executive Director and board by coordinating calendars, meetings, and communications. This role includes preparing agendas, drafting materials, and handling confidential information with discretion.

The position is approximately 80 percent Executive Director support and 20 percent other duties, with a hybrid work arrangement and a minimum in-office presence to ensure collaboration and effective

Qualifications

• 2-5 years of experience in administrative, executive, project coordination, or similar functions.
• Experience interacting with the public in a professional setting.
• Experience with research, writing, and communications skills.
• Knowledge of Microsoft Office Suite, including Excel.
• Experience with task management processes and tools for yourself and for others.
• Willingness to learn new skills and software as needed.

Responsibilities

• Work directly with the Executive Director and board members on committee and board meeting agendas and preparation.
• Managing the Executive Director’s calendar and e-mail to reflect organizational and individual priorities, including fielding and prioritizing meeting requests, meeting preparation, communicating with attendees, and tracking meeting follow-ups.
• Proactive meeting preparation for Executive Director, including drafting agendas and researching policy or other issues as needed.
• Attending meetings with the Executive Director as needed to assist with management of tasks and follow-up.
• Assisting the Executive Director in preparing for presentations, including content and visual aids such as PowerPoint presentations.
• Leading and coordinating special projects and research assignments as needed.
• Assisting with other office-related and operations tasks as needed in coordination with the Operations Officer.

Skills

Executive support

Calendar management

Meeting coordination

Microsoft Office

Research & writing

Communication

Task management

Tools

PowerPoint

Excel

Microsoft Office

Job description

WHO WE ARE:

The Minnesota Center for Environmental Advocacy uses law and science to protect
Minnesota’s environment, its natural resources, and the health of its people. We work at the legislature, in
the courts, and with public agencies to enact, strengthen, and enforce smart environmental laws. We
currently work across different program areas: Water, Climate, Northeastern Minnesota, and Healthy
Communities. MCEA is a 52-year-old thriving nonprofit with long-committed donor base and dedicated
funders. MCEA does not receive any federal or state funding.

At MCEA, we are committed to diversity, equity, and inclusion in our work and strive to create a
workplace culture, policy and practice that reflects these values. We respect the individual strengths,
views, and experiences of all employees and understand that we thrive in our differences.

POSITION SUMMARY:

The Executive Assistant plays a key role in the daily operations of a strategic
and effective environmental nonprofit. The ideal candidate has a strong interest in our mission and is
comfortable managing up. The Executive Assistant works directly with the Executive Director to track
and organize individual and organizational priorities, manage the Executive Director’s time and priorities,
and ensure preparations for projects, internal meetings, public speaking, donor meetings, and other
external engagements. The Executive Assistant will assist with board meetings, help set the agendas, and
keep board materials organized. The Executive Assistant must be comfortable with ambiguity and enjoy
designing and driving projects in a way that provides clarity. The Executive Assistant will interact with
donors, board members, the MCEA officer team, and the public through email and phone, as well as in
person. This person will join a team that is committed to working as a strong team and laughing hard
together.

The ideal candidate would be:
Deeply committed to our mission and centering equity in our work;
Organized, efficient, and detail-oriented;
Professional and courteous in their interactions with donors and the public;
Self-directed, and willing and excited to take on new challenges, even in the face of some
uncertainties;
Experience tracking multiple tasks and project coordination;
Able to pivot and respond quickly to changing demands;
Capable of discretion in relation to sensitive and confidential information;
Takes initiative on next steps and setting up the team for success;
Capable of giving and receiving honest and open feedback; and
Excited about working for an experienced leader at a dynamic organization.
Job Duties include but are not limited to:
Working directly with the Executive Director and board members on committee and board
meeting agendas and preparation;
Managing the Executive Director’s calendar and e-mail to reflect organizational and individual
priorities, including fielding and prioritizing meeting requests, meeting preparation,
communicating with attendees, and tracking meeting follow-ups;
Proactive meeting preparation for Executive Director, including drafting agendas and researching
policy or other issues as needed;
Attending meetings with the Executive Director as needed to assist with management of tasks and
follow-up;
Assisting the Executive Director in preparing for presentations, including content and visual aids
such as PowerPoint presentations;
Leading and coordinating special projects and research assignments as needed;
Assisting with other office-related and operations tasks as needed in coordination with the
Operations Officer.

This position is approximately 80 percent supporting the Executive Director, and 20 percent supporting
other officers and operations as needed.

EXPERIENCE:

Required

• 2-5 years of experience in administrative, executive, project coordination, or other similar
• functions;
• Experience interacting with the public in a professional setting;
• Experience with research, writing, and communications skills;
• Knowledge of Microsoft Office Suite, including Excel;
• Experience with task management processes and tools for yourself and for others
• Willingness to learn new skills and software as needed.

Preferred

• Experience supporting an executive leader and managing their priorities and time;
• Experience drafting communications;
• Training and/or experience with project management tools; and
• Experience preparing agendas and follow-up tasks for effective large and small group meetings.

SALARY & BENEFITS:

• The pay range for this position is $65,000 - $70,000 per year.
• MCEA values a healthy work-life balance and has flexible, family-friendly employment policies which
• prioritize the well-being and success of employees. Our comprehensive and competitive benefits package
• includes medical insurance for employees and their dependents, paid family leave, monthly phone
• stipend, and 401k. Our hybrid work arrangement allows employees to work from home on a regular basis.
• This position will require at least 8 days in the office per month.

MCEA is an equal opportunity employer and committed to ensure equal employment practices to all employees and applicants for employment regardless of race, color, national origin, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, or any other factor that is not related to the position.

MCEA is committed to being legally compliant with all equal employment opportunity obligations, including removing barriers to the workplace for all qualified applicants and employees.

REPORTS TO:

This position reports to the Deputy Director.

MCEA strives to create a mission-focused work environment that is equitable and inclusive. We offer a competitive nonprofit salary, including excellent benefits. MCEA highly values diversity and is an equal opportunity employer.