Senior Executive Assistant to CEO

Manitou Fund; Saint Paul (MN); Hybrid; USD 34,000 - 55,000; Part time

Benefits offered by this job

Flexible work from home options

Job summary

Manitou Fund in Minnesota is seeking a Senior Executive Assistant to the CEO, providing high-level administrative and organizational support to ensure executive priorities move from discussion to execution.

The role covers calendar management, meeting coordination, board materials, governance support, and cross-functional coordination, with a 20-25 hour weekly schedule and potential growth into governance activities.

Qualifications

• Minimum 5 years of executive administrative support experience.
• Experience supporting senior leaders, Presidents, CEOs, or other C-suite executives.
• Strong organizational, planning, and project coordination skills.
• Exceptional written and verbal communication skills.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Responsibilities

• Manage the CEO's calendar and meeting logistics.
• Coordinate internal and external meetings with agendas and materials.
• Triage the CEO's inbox and follow up on priorities.
• Draft routine correspondence and meeting materials for the CEO.
• Prepare briefing documents, presentations, reports, and executive references.
• Monitor commitments and deadlines requiring CEO attention.
• Maintain confidentiality of sensitive information.
• Coordinate leadership team meetings and track action items.
• Support board governance materials and meeting logistics.
• Attend meetings and document decisions and actions.
• Communicate with staff, board, partners, and donors.
• Contribute to special projects and process improvements.

Skills

Executive support

Calendar management

Communication

Confidentiality

Project coordination

MS Office 365

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

About the Role:

The Senior Executive Assistant serves as a trusted partner to the CEO, providing high-level administrative, operational, and coordination support to ensure the effective management of executive priorities and organizational initiatives.

This role is responsible for managing executive communications, coordinating schedules and meetings, tracking follow-up actions, supporting leadership team coordination, and assisting with special projects. The individual serves as a key administrative resource for the CEO and helps ensure priorities move efficiently from discussion to execution.

As the organization continues to evolve, the role has the potential to expand into increased board governance and meeting support responsibilities.

Key Responsibilities

Executive Support

• Manage the CEO's calendar, scheduling requests, and meeting logistics.
• Coordinate internal and external meetings, including preparation of agendas and supporting materials.
• Manage and triage the CEO's inbox, identifying priorities and ensuring timely follow-up.
• Draft routine correspondence, communications, and meeting materials on behalf of the CEO.
• Prepare briefing documents, presentations, reports, and executive reference materials.
• Monitor commitments, deadlines, and key deliverables requiring CEO attention.
• Maintain confidentiality regarding organizational, employee, donor, and board-related matters.

Executive Leadership Coordination

• Coordinate communications and meetings between the CEO and direct reports.
• Schedule and support leadership team meetings.
• Maintain action item trackers and monitor progress on executive priorities.
• Follow up with internal stakeholders regarding assigned deliverables and deadlines.
• Assist in organizing leadership retreats, planning sessions, and strategy meetings.
• Support organizational coordination across departments and functions.

Meeting Administration & Follow-Up

• Prepare meeting agendas and supporting materials.
• Attend meetings as requested and document key decisions and action items.
• Distribute meeting summaries and track accountability for follow-up items.Maintain records of executive meetings, decisions, and ongoing priorities.Ensure commitments made during meetings are documented and monitored through completion.

  Board & Governance Support (Development Opportunity)

  • Assist the CEO with preparation of Board and Committee meeting materials.
  • Support assembly and distribution of board packages and related documentation.
  • Attend board or committee meetings when requested.
  • Record meeting notes and action items as assigned.
  • Assist with follow-up activities arising from board discussions.
  • Maintain board-related files and governance documentation.
  • As organizational needs evolve, the role may assume expanded board administration and governance support responsibilities.

  Communications & Relationship Management

  • Serve as a professional representative of the Office of the CEO.
  • Coordinate communications with staff, board members, partners, consultants, and external stakeholders.
  • Assist in planning and coordination of meetings, events, and organizational activities.
  • Support relationship management efforts by ensuring timely communication and follow-up.
  • Demonstrate professionalism, diplomacy, and sound judgment in all interactions.

  Special Projects

  • Conduct research and gather information to support CEO decision-making.
  • Assist with strategic initiatives and special projects.
  • Coordinate project-related meetings, timelines, and deliverables.
  • Support process improvements and administrative efficiencies.
  • Complete additional duties and projects as assigned by the CEO.

  Qualifications

  • Minimum 5 years of executive administrative support experience.
  • Experience supporting senior leaders, Executive Directors, Presidents, CEOs, or other C-suite executives.
  • Strong organizational, planning, and project coordination skills.
  • Exceptional written and verbal communication skills.
  • Ability to manage multiple priorities with minimal supervision.
  • Demonstrated ability to maintain confidentiality and exercise sound judgment.
  • Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

  Preferred

  • Experience working in a nonprofit, foundation, educational, healthcare, or mission-driven organization.
  • Experience preparing executive presentations, board materials, and briefing documents.
  • Exposure to board meetings, board committees, governance activities, or volunteer leadership groups.
  • Experience coordinating executive-level projects and initiatives.
  • Experience working with donors, community leaders, or external stakeholders.

  Expected Weekly Hours:

  20-25 hours per week, with flexibility for additional hours based on organizational needs and future board support responsibilities.

  About Us:

  Manitou Fund is a philanthropic organization based in MN, dedicated to supporting meaningful causes and creating lasting community impact. Known for its thoughtful approach to grantmaking and its collaborative culture, Manitou Fund attracts passionate professionals who are committed to making a difference. Employees are proud to be part of a team where their work directly supports positive change in the world.

  Position Description Disclaimer

  This job description is intended to provide a general overview of the position and does not represent an exhaustive list of duties, responsibilities, or qualifications. Responsibilities and priorities may change based on business needs, organizational requirements, and client demands. The successful candidate may be assigned additional duties or projects as needed.

  Employment Screening

  Due to the confidential and sensitive nature of the work performed by our organization and our clients, employment offers may be contingent upon the successful completion of a background check, verification of employment history, professional reference checks, and any other job-related screening permitted by law.

  Equal Employment Opportunity Statement

  We are an Equal Opportunity Employer and are committed to creating an inclusive workplace for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, gender identity, gender expression, sexual orientation, national origin, ancestry, age, disability, genetic information, marital status, pregnancy, veteran status, military status, citizenship status, or any other protected characteristic under applicable federal, state, provincial, or local law.

  Reasonable Accommodation

  We are committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process. Applicants requiring accommodation are encouraged to notify the hiring team so appropriate arrangements can be made.

  At-Will Employment Disclaimer

  Nothing contained in this job posting or the hiring process creates an employment contract or guarantee of employment. Employment, if offered, will be on an at-will basis, meaning either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

  Flexible work from home options available.