Executive Assistant and Office Coordinator

Minnesota Council of Nonprofits

Saint Paul (MN)

On-site

USD 60,174,000 - 65,904,000

Part time

5 days ago

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Benefits offered by this job

Paid time off

Sick and safe time

Holiday leave

Parking stipend

Job summary

Ramsey County Historical Society (RCHS) seeks an Executive Assistant and Office Coordinator to provide essential administrative and operational support at the Landmark Center in Saint Paul, MN. The role manages the Executive Director’s calendar, coordinates tours, handles visitor inquiries, and maintains office systems.

The ideal candidate is highly organized, discreet, and capable of supporting cross‑departmental work across two locations, with a focus on accurate communication and professional

Qualifications

Associate's degree in administration, business, communications, history, or related field (or equivalent experience).
Experience in administrative, volunteer coordination, executive assistant, and/or office management.
Experience managing calendars, scheduling meetings and groups.
Experience with documentation review and creating meeting notes and agendas, including a basic understanding of project management.
Excellent written and verbal communication skills.
Ability to handle sensitive information with professionalism and discretion.
Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook) and Microsoft Teams.
Strong organizational and interpersonal skills.
Ability to manage multiple projects and deadlines.
Demonstrated collaborative approach with keeping the entire team updated.

Responsibilities

Manage the Executive Director’s calendar, including scheduling meetings, prioritizing commitments, and communication with stakeholders.
Prepare materials for meetings, including agendas, briefing documents, and committee packets.
Coordinate scheduling staff and committee meetings.
Take meeting notes and track follow-up actions.
Assist with board-related coordination, including scheduling, materials distribution, and communication.
Draft and coordinate correspondence on behalf of the Executive Director as needed.
Handle confidential information with discretion.
Coordinate courthouse tour scheduling with local government, volunteers, and visitor groups.
Serve as first point of contact for visitors, phone inquiries, publication sales, and general correspondence at the Landmark Center office.
Manage office operations, including ordering supplies and records management.
Maintain and update databases, mailing lists, and filing systems for the Landmark Center office.
Collaborate with RCHS team to support communications, donor mailings, and committee activities.
Coordinate with staff across departments to ensure efficient operations.
Assist with member/donor acknowledgment and basic financial tracking.

Skills

Calendar management

Executive support

Office coordination

Documentation notes

Communication skills

Discretion

Microsoft Office

Team collaboration

Education

Associate's degree or equivalent experience

Related field experience

Tools

Microsoft Word

Excel

Outlook

Microsoft Teams

Job description

Job Title: Executive Assistant and Office Coordinator

Organization: Ramsey County Historical Society (RCHS)

Location: Landmark Center, St Paul MN

Position type: Part-Time, In-Person Position

Hourly Rate Range: $21.00 - $23.00

About Ramsey County Historical Society:

Ramsey County Historical Society (RCHS) preserves, shares, and interprets the complex, multifaceted histories of Ramsey County through education, collections, research, exhibitions, publishing, and public programs. Guided by our mission, preserving our past, informing our present, and inspiring our future, RCHS connects people of all ages and backgrounds to local history in ways that are accurate, relevant, and inclusive. RCHS operates Gibbs Farm Historic Site, maintains a major research center and archive, publishes the award-winning Ramsey County History magazine, and delivers tours and programs that strengthen civic understanding and community connection.

Executive Assistant and Office Coordinator Position Summary

The Executive Assistant and Office Coordinator (Coordinator) provides essential administrative and operational support to ensure the smooth day-to-day functioning of the Ramsey County Historical Society. This role serves as a key point of contact for the Ramsey County courthouse tour scheduling and the historical society visitors, members, and external partners, while also providing direct support to the Executive Director. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities with discretion and professionalism, while supporting the organization’s mission to steward, preserve, and share local history. The Coordinator works collaboratively across departments and locations (Landmark Center and Gibbs Farm Historic Site) to ensure consistent messaging, strong community relationships, and smooth organizational operations.

This position reports directly to the Executive Director and works in partnership with the Ramsey County Historical Society committees, Director of Collections and Exhibits, Director of Gibbs Farm, Gibbs Farm Office Coordinator, and collaborates with the broader team located at both the Land… and Gibbs Farm Historic Site and external contractors.

Key Responsibilities

Executive Director Support

Manage the Executive Director’s calendar, including scheduling meetings, prioritizing commitments, and communication with various stakeholders

Prepare materials for meetings, including agendas, briefing documents, and committee packets

Coordinate scheduling staff and committee meetings

Take meeting notes and track follow‑up actions

Assist with board‑related coordination, including scheduling, materials distribution, and communication

Draft and coordinate correspondence on behalf of the Executive Director as needed

Handle confidential information with discretion

Office Coordination

Coordinates courthouse tour schedule with local government, volunteer tour guides, and various visitor group requests, and additional external partners.

Serve as the first point of contact for visitors, phone inquiries, publication sales, and general correspondence at the Landmark Center office.

Manage office operations, which includes ordering office supplies and operations records management.

Maintain and update databases, mailing lists, and filing systems for the Landmark Center office.

Collaborate with RCHS team to support communications efforts, including newsletters, donor mailings, courthouse tour volunteers, and RCHS committee members.

Coordinate with staff across departments and locations to ensure efficient operations.

Development and Operation Support

Assist the Executive Director with member/ donor acknowledgment

Support basic financial tracking (invoicing, expense logs, or deposits as needed)

Assist with event coordination, including logistics, registration, and communication

Qualifications

Associate's degree in administration, business, communications, history, or related field (or equivalent experience).

Demonstrated experience in administrative, volunteer coordination, executive assistant, and/or office management.

Demonstrated experience managing calendars, scheduling meetings and groups.

Demonstrated experience with documentation review and creating meeting notes and agendas, including a basic understanding of project management.

Excellent written and verbal communication skills.

Ability to handle sensitive information with professionalism and discretion.

Demonstrated experience and proficiency in Microsoft Office (Word, Excel, Outlook) and Microsoft Teams.

Strong organizational and interpersonal skills.

Demonstrated ability to manage multiple projects and deadlines.

Demonstrated experience in collaborative approaches with a focus on keeping the entire team updated.

Preferred Qualifications

Experience working in or with historic sites, archives, or nonprofit organizations.

Familiarity with executive office communications or membership-based organizations.

Experience and ability to observe and respond to various people's types of needs within an emergency and/or situations with conflicts (people: youth, adults, and large groups).

Demonstrated experience in assisting with culturally complex, sensitive, or confidential projects - including a demonstrated ability to listen and deal empathetically with a wide range of people and cultural groups.

Demonstrated experience in assisting with culturally complex, sensitive, or confidential projects - including a demonstrated ability to listen and deal empathetically with a wide range of people and cultural groups.

Demonstrated experience in assisting with culturally complex, sensitive, or confidential projects - including a demonstrated ability to listen and deal empathetically with a wide range of people and cultural groups.

Demonstrated experience in assisting with culturally complex, sensitive, or confidential projects - including a demonstrated ability to listen and deal empathetically with a wide range of people and cultural groups.

Demonstrated experience in assisting with culturally complex, sensitive, or confidential projects - including a demonstrated ability to listen and deal empathetically with a wide range of people and cultural groups.

Understanding diversity, equity, inclusion, access (DEAI), and racial and cultural practices within historic sites and/or non-profits.

Work Environment

This is an in-person position located at the Landmark Center in Saint Paul, MN.

Generally, the Coordinator will work a part-time schedule, 20 hours, during regular RCHS business operating hours, Monday-Friday 9:00 – 5:00. Some evening and weekend hours may be offered for special events or seasonal events.