Executive Assistant to the Vice President Executive Director

Steele Recruiting, Executive Administrative Assistant and Chief of Staff Retained Search firmlocated in Minneapolis, Minnesota, specializes in Executive Administrative Assistant and Chief of Staff permanent placements for C-Suite and Senior Leadership Executives across the United States. With over 20 years in recruitment, we have a solid reputation for quality placements, professionalism and maintaining confidentiality for every client and candidate.

We are currently partnering with our trusted client, The Pohlad Foundation for an Executive Assistant to the VP/Foundation Executive Director, located in their stunning corporate offices, located in downtownMinneapolis, Minnesota.

The Pohlad Family Foundation grew out of humble beginnings. Established in 1993 by Carl and Eloise Pohlad, the Foundation reflects their legacy of generosity, entrepreneurial spirit and pride in the Twin Cities region.

The Foundation would allow their family's informal practice of supporting community needs to become more open and available to many more nonprofits in the Twin Cities. Mr. and Mrs. Pohlad were active in philanthropy throughout their lives and have passed their legacy of service and giving back through the Foundation to their three sons, and increasingly, their grandchildren - the Pohlad Third Generation (P3G).

The Foundation's mission is to improve the quality of life and opportunities for those most in need in the Twin Cities region, with a philanthropic focus on housing stability, and a singular, ambitious goal: preventing and ending homelessness for families and youth in the Twin Cities. In the new era of giving, the foundation has a particular focus in the areas of racial justice and community safety.

The Role

The Executive Assistant will support the VP/Executive Director of the Foundation as the right hand confidant and executive administrator. Responsibilities and tasks include travel planning, organizing meetings, calendar management, anticipation of daily work needs, project coordination, and other executive administrative duties as requested.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills, and the ability to identify and anticipate the VP/Executive Director's needs.

The role must interact seamlessly with a professional demeanor and polished interpersonal skills across a broad range of individuals including members of the Senior Management Team, the Board of Directors, Pohlad family members, and the Foundation team members. upholding a professional image and the ability to maintain strict confidentiality and discretion in all matters.

What makes this opportunity Unique?

You will have the opportunity to leverage your highly refined Executive Assistant support skills, to further the mission and Pohlad Foundation work that directly impacts the Twin Cities community. You will interact with the Pohlad family, board members, internal and external stakeholders and constituents, and represent the Executive Director through your expert communication skills.

Your work will be appreciated by a Leader who respects and appreciates the role of an Executive Assistant. She is eager to find a trusted partner to help orchestrate maximum efficiencies in a fast paced nonprofit environment, and support the wonderful mission at the Pohlad Companies.

Through your ability to multitask and be the right hand partner and "air traffic controller," you will play a key role managing the Executive Director's day to day workflow, keeping her on task, interacting with the 8 member Foundation team, possessing tremendous impact and influence.

You will work a hybrid schedule of 3 days in the office 2 days home office in tandem with with Foundation team.

Key Responsibilities:

Executive Administrative Support to the VP/Executive Director

Email Management: Monitor Executive Directors email and provide regular updates on action items, responding to emails as appropriate

Calendar Management:Work with the Executive Director to develop and maintain a balanced schedule, including intersection of personal calendar, external Board appointments, managing timelines, moving obstacles, meeting deadlines, maintaining and updating running task lists. Manage telephone calls and meeting requests using sound judgment.

Meeting Planning: Plan and coordinate meetings and conferences, including board meetings, Executive Leadership team meetings, compiling agendas and materials, taking meeting minutes, and follow up action item tracking

Communication Management: Handle day-to-day communications in a courteous and professional manner, prepare clear and concise documents using your well defined proofreading skills

Travel Management:Provide door to door travel arrangement itineraries and travel documents for air, hotel, and ground transport, for a seamless experience

Expense Reports: Prepare expense reports for Executive Director

File and Document Management: Produce high quality letters and reports. Manage databases and compile information/lists. Maintain up-to-date files and end of year review of files for purging. Recommend process improvements and best practices.

Support of Foundation Staff: Coordinate miscellaneous tasks as needed including event registration for program staff, in-person inquiries and schedule site visits (primarily for VP/Executive Director and periodically for program staff) regarding Foundation-funded programs, grants application process, and other general questions; alternatively, direct such inquiries to appropriate program Team members.

Skills and Attributes:

• Exceptional communications skills
• High attention to detail and organizational skills
• Strong interpersonal skills with the ability to interact with both internal and external customers
• Polished, poised, with a level of sophistication in all situations and settings
• Confident with ability to make decisions
• High EQ
• Strong Technical Skills
• Skilled problem-solver, and a critical-thinker, anticipating and solving problems quickly and effectively
• Resourceful, energetic with a fun, positive attitude
• Possess a hands-on, mission-first mentality
• Exhibit confidence, leadership, and strength of personality

Requirements:

• Bachelor's degree (preferred) or equivalent experience and background
• Minimum 7-10 years of prior experience supporting a C-Suite Executive, President
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel), PDF Adobe Editor, Zoom, and Microsoft Teams, Concur
• Exceptional writing, editing, and proofreading skills
• Ability to maintain confidentiality with sensitive company and personal information
• Excellent organization and time-management skills
• Ability to work flexible hours when needed
• High attention to detail and multitasking skills
• Experience and or high interest in working in a mission based organization, in the Minneapolis St Paul community

Compensation:

Highly competitive salary, Hybrid Schedule 3/2, paid heated parking, bonus, Medical, Dental, Vision, PTO, 10 paid holidays, STD, LTD, Life Insurance, AD&D, 401K, Tuition Reimbursement.

Pohlad Foundation is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.