Executive Assistant/Board Liaison

American Swedish Institute; Minneapolis (MN); Hybrid; USD 31,000 - 37,000; Part time

Job summary

The American Swedish Institute (ASI) in Minneapolis, MN, is seeking an Executive Assistant/Board Liaison to coordinate administrative duties for the executive leadership team and all Board of Trustees activities.

The role includes calendar management, meeting coordination, and document control, with a focus on confidentiality, professionalism, and DEAI principles. This part-time, onsite role offers hourly compensation and board-level interaction.

Qualifications

• 1-2 years of experience in a similar role, ideally within a non-profit or museum setting.
• Strong communication skills - both written and oral.
• Collegial and collaborative workstyle and thriving in team environments.
• Experience managing multiple projects at once.
• Strong experience with office, project management, and communication platforms, including Zoom, Microsoft Outlook, Teams, SharePoint, with the digital savvy and interest to pick up new tools.
• A self-starter attitude that helps you excel in fast-paced situations.
• High standards of professionalism, judgment, and diplomacy.
• A commitment to diversity, equity, inclusion, and accessibility.
• Ability to maintain confidentiality in all matters.

Responsibilities

• Provide administrative support to the executive leadership team with calendar management, note taking, expense reports, mail handling, travel arrangements, and invitations.
• Coordinate meetings for the executive leadership team and internal and external attendees, including managing attendees, preparing materials, and setting up meeting spaces.
• Maintain both physical and digital filing systems to ensure documentation is organized and accessible.
• Assist the leadership team in preparing for meetings with key stakeholders.
• Maintain and update detailed CEO/donor meeting notes in Altru CRM system.
• Serve as primary contact between the board, its committees, and staff, ensuring timely communication and follow-up on board inquiries, actions, and decisions.
• Coordinate, schedule, and organize Board of Trustees meetings and Board committees (around 30 meetings annually, with 6-7 full board hybrid meetings and committees that meet virtually) including preparing and distributing agendas, minutes, reports, and meeting materials in a timely manner.
• Support Board and Committee meetings and events logistics, including room preparation, name tents, hospitality, seating arrangements, catering orders, digital technology for hybrid participation.
• Facilitate hybrid meetings and Zoom meetings.
• Ensure compliance with organization’s bylaws and governance policies and regulatory requirements.
• Provide recordkeeping, documentation, and web portal management for board activities including drafting correspondence and reports.
• Provide training and support for new board members and committee members on ASI Board Share Point.
• Handle confidential information with discretion and professionalism
• Perform other duties as needed or required which are within the position's scope.
• Diversity, equity, accessibility, and inclusion (DEAI) are core functions of all positions at the American Swedish Institute.
• Demonstrate a commitment to DEAI through continuous personal development, modeling inclusive behaviors, and proactively managing personal bias to help cultivate and promote a culture of inclusivity and belonging for all staff.
• Proactively work on your own and collaboratively with other staff to ensure equitable and representative experiences for all visitors and program participants.

Skills

Communication

Team collaboration

Project management

Professionalism and discretion

Problem-solving and organization

Tools

Zoom

Microsoft Outlook

Teams

SharePoint

Altru CRM

Job description

Description

JOB DESCRIPTION:

Division/Department: Administration

Reports to: CEO/President

Compensation: $22.50-$27.00/hour

Grade: 6

Educational Requirement: None

Exempt or Nonexempt: Non-Exempt

Hourly or Salaried: Hourly, Part-time

Hours Per Week: 15-20 hours per week

Hybrid or On Site: Onsite (occasional work from home)

Language proficiency: English. Proficiency/familiarity with another language is a plus but not required

Schedule: Varies. Typical daytime hours 9-5 and Board meetings held monthly 4-6 pm.

POSITION SUMMARY:

The Executive Assistant/Board Liaison is responsible for coordinating administrative duties for the executive leadership team and coordinating all Board of Trustees’ activities.

ESSENTIAL DUTIES & RESPONSIBILITIES

EXECUTIVE ASSISTANT

• Provide administrative support to the executive leadership team with calendar management, note taking, expense reports, mail handling, travel arrangements, and invitations.
• Coordinate meetings for the executive leadership team and internal and external attendees, including managing attendees, preparing materials, and setting up meeting spaces.
• Maintain both physical and digital filing systems to ensure documentation is organized and accessible.
• Assist the leadership team in preparing for meetings with key stakeholders.
• Maintain and update detailed CEO/donor meeting notes in Altru CRM system

BOARD LIAISON

• Serve as primary point of contact between the board, its committees, and staff, ensuring timely communication and follow-up on board inquiries, actions, and decisions.
• Coordinate, schedule, and organize Board of Trustees meetings and Board committees (around 30 meetings annually, with 6-7 full board hybrid meetings and committees that meet virtually) including preparing and distributing agendas, minutes, reports, and meeting materials in a timely manner.
• Support Board and Committee meetings and events logistics, including room preparation, name tents, hospitality, seating arrangements, catering orders, digital technology for hybrid participation.
• Facilitate hybrid meetings and Zoom meetings
• Ensure compliance with organization’s bylaws and governance policies and regulatory requirements.
• Provide recordkeeping, documentation, and web portal management for board activities including drafting correspondence and reports.
• Provide training and support for new board members and committee members on ASI Board Share Point.
• Handle confidential information with discretion and professionalism
• Perform other duties as needed or required which are within the position's scope.

Diversity, equity, accessibility, and inclusion (DEAI) are core functions of all positions at the American Swedish Institute. While some roles may have more specific responsibilities, the items below are a part of everyone's responsibilities:

• Demonstrate a commitment to DEAI through continuous personal development, modeling inclusive behaviors, and proactively managing personal bias to help cultivate and promote a culture of inclusivity and belonging for all staff.
• Proactively work on your own and collaboratively with other staff to ensure equitable and representative experiences for all visitors and program participants.

Requirements

POSITION REQUIREMENTS:

• At least 1-2 years of experience in a similar role, ideally within a non-profit or museum setting
• Strong communication skills - both written and oral
• Collegial and collaborative workstyle and thriving in team environments
• Experience managing multiple projects at once
• Strong experience with office, project management, and communication platforms, including Zoom, Microsoft Outlook, Teams, SharePoint, with the digital savvy and interest to pick up new tools
• A self-starter attitude that helps you excel in fast-paced situations.
• High standards of professionalism, judgment, and diplomacy
• Excellent problem-solving skills, organization, and systems thinking
• A commitment to diversity, equity, inclusion, and accessibility
• Ability to maintain confidentiality in all matters

Preferred

• Ability to speak Swedish
• Genuine interest in Nordic and Swedish culture

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk and hear. The employee must occasionally lift or move office products and program supplies, up to 25 pounds, move over uneven surfaces and lift objects overhead.

The above statements are intended to describe the general nature and level of work performed by the staff member assigned to this position. This job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

WHO WE ARE AND WHAT WE DO:

The American Swedish Institute (ASI) is a gathering place for all people to share experiences around themes of culture, migration, the environment, and the arts, informed by enduring links to Sweden. The American Swedish Institute and the historic Turnblad Mansion have been mainstays for cultural education and engagement in Minneapolis since 1929.

OUR MISSION:

The American Swedish Institute's mission is to inspire curiosity, embrace creativity, and grow community by exploring the past, present, and future of Swedish Culture.

OUR VALUES:

Stewardship - We embrace the legacy of stewardship given to us in the Turnblad Mansion, Nelson Cultural Center, and our collections.

Hospitality - We invest in our role as a welcoming and joyful place for all people and foster authentic relationships with communities local, national, and international.

Learning - We offer transformational, varied learning experiences by providing platforms for reflection, participation, collaboration, and the exchange of ideas.

Difference - We honor variation and interconnections among cultures and histories, engaging with the complexities, creativity, and consequences of their interactions.

Innovation - We create innovative programs, collaborations, and experiences that embrace beautiful design and encourage new ways of thinking.

Sustainability - We embody our social and environmental responsibilities through programs, facilities, and operations that sustain the well-being of our organization, communities, and the natural world.

EQUAL OPPORTUNITY EMPLOYER:

The American Swedish Institute provides equal employment opportunities for all persons regardless of age, race, color, religion, creed, national origin, marital status, familial status, sex, gender identity and/or expression, pregnancy, sexual orientation, disability, veteran status, genetic information, status with regard to public assistance, or any other characteristic protected under federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.