Executive Assistant

ServeMinnesota is a mission-driven organization that combines national service with research to create high-impact, evidence-based programs in education, housing, health, environmental conservation, and more. We are seeking an Executive Assistant to serve as a trusted partner to our Chief Executive Officer (CEO), Chief Operating Officer (COO), and Executive Leadership Team.

About the role

The Executive Assistant integrates high-level executive support with the full contract lifecycle, ensuring leadership priorities, organizational agreements, and critical business operations are managed efficiently. Reporting to the COO, this role maintains confidential information with discretion, supports organizational governance and regulatory requirements, and serves as a central point of coordination for internal and external stakeholders. This position requires being in the Minneapolis office at least 4 days per week.

Responsibilities

• Serve as a strategic administrative partner to the CEO, COO, and Executive Leadership Team, anticipating needs and prioritizing time, initiatives, and organizational commitments, including executive meeting coordination.
• Manage Executive Leadership calendars, meetings, and communications, triaging email, phone calls, and inquiries to ensure efficient time management and organizational alignment.
• Coordinate Executive Leadership travel arrangements, including flights, accommodations, itineraries, and expense reimbursement documentation.
• Prepare, draft, and distribute correspondence, memoranda, reports, and concise briefing materials, agendas, and meeting packets on behalf of Executive Leadership.
• Manage the full contract lifecycle—drafting, reviewing, routing, execution, renewal, amendment, and termination—in coordination with the CEO, COO, Executive Leadership Team, legal counsel, vendors, clients, and external stakeholders.
• Maintain contract databases and tracking systems, monitoring deadlines, renewal dates, notice periods, compliance requirements, and key deliverables to ensure timely action and mitigate risk.
• Facilitate contract and document approval workflows, obtaining required reviews, authorizations, and signatures, and manage the lifecycle of official company documents in accordance with retention policies.
• Track contractual and organizational obligations, following up with responsible parties to ensure deliverables, milestones, and reporting requirements are fulfilled.
• Support vendor onboarding, audits, compliance reviews, and due diligence activities by maintaining accurate and readily accessible contract and organizational records.
• Handle confidential and sensitive information—administrative, contractual, and legal—with the highest level of integrity and discretion, while identifying opportunities to improve processes, workflows, and document controls.
• Provide administrative support to departments across the organization as needed.
• Perform other duties as assigned.

Requirements

• At least three years of Executive Administrative support to C-Suite and Board experience.
• Extremely proficient with Microsoft Office Suite, Zoom, and comfort learning new technologies as needed.
• Excellent written and verbal communication skills, adaptive to circumstances and contexts.
• Meticulous attention to detail in all aspects of work.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to manage competing priorities and work independently.
• Understanding of appropriate personal boundaries and professional ethics.
• Interest in leadership development and continuous professional growth.

Preferred Qualifications

• Bachelor’s degree in business administration or related field.
• Strong judgment and discretion, with the ability to anticipate needs and resolve or escalate matters appropriately.
• Able to build positive, nonjudgmental relationships with the community.
• Ability to function well in a high-paced and at times stressful environment.
• Flexibility to work evenings and weekends on rare occasions.
• Not-for-profit experience.

Benefits

• Competitive salary range of $70,000 to $80,000.
• Comprehensive benefits package including 403(b) retirement plans.
• Hybrid work environment with flexibility.
• Meaningful work with a mission-driven team.
• Opportunities for professional development and advancement.
• A welcoming culture of learning and collaboration.

Schedule

This position requires being in the Minneapolis office at least 4 days per week.

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.