Executive Assistant & Board Liaison — Part-Time, Hybrid

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

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.