Part-Time Executive Assistant & Office Coordinator

Minnesota Council of Nonprofits; Saint Paul (MN); On-site; USD 60,174,000 - 65,904,000; Part time

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

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