Executive Assistant

Job Description
Organizational Description
In December 1993, Carl and Eloise Pohlad established a private family foundation in Minneapolis, Minnesota. 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. Today, the Foundation focuses on housing stability for low- income families and youth, and racial justice.
Position Purpose
Provide executive support and assistance to the Pohlad Family Foundation President, including travel planning, organizing meetings and calendar management, anticipation of daily work needs, coordination of projects, and other duties as may be requested. The position requires strong interpersonal skills to interact with executives and staff, strong professional image, and the ability to maintain strict confidentiality.
Key Accountabilities

• Email, Calendar, Meeting, and Communication Management:
  
  • Monitor email and provide regular update to President on action items
  • Work with President to maintain and update running task list
  • Work with President to develop and maintain a balanced schedule
  • Plan and coordinate meetings and conferences
  • Manage telephone calls, and meeting requests
  • Handle day-to-day communications in a courteous and professional manner

• Travel Management:
  
  • Anticipate and manage all aspects of air, hotel, and ground transport
  • Provide itinerary and other travel documents
  • Prepare expense reports for President

• 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

• Support of Foundation Staff:
  
  • Coordinate event registration for program staff;
  • Coordinate materials and logistics for Board of Directors and family meetings on a quarterly basis or more frequently if necessary;
  • Work with Accounting in paying department invoices and tracking expenses;
  • Respond to phone calls, e-mails, and in-person inquiries and schedule site visits (primarily for President and periodically for program staff) regarding Foundation-funded programs, grants application process, and other general questions; alternatively, direct such inquiries to appropriate program staff member.

• Other:
  
  • Prioritize workload and remain flexible and available to executive, as needed
  • Coordinate volunteer events
  • Other projects and tasks, as assigned

Work Environment
While performing the duties of this job, the employee will work primarily in an office environment. The noise level in the work environment is usually moderate. The Pohlad Family Foundation offers a 3-2 hybrid work schedule. The option for hybrid is subject to business needs and may be changed at any time at the discretion of the Company.
Physical Demands (with or without reasonable accommodations)
While performing the duties of this job, the employee may be prone to sitting for lengthy periods of time. The employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit; use hands to finger, handle, or feel; and reach with hands and arms. Occasionally required to hear objects, tools, or controls. Specific vision abilities required by the job include good vision. Lifting requirements may be required to lift and/or move up to 10 lbs. Travel is not required.
Requirements
Required Knowledge, Skills Abilities

• Must possess superb professionalism and communication skills
• Strong interpersonal skills to interact with all levels of the organization and build strong relationships.
• Positive attitude and sense of humor
• Calm and solution-oriented
• Ability to anticipate needs and address issues proactively
• Strong work ethic and team player
• Patience and ability to juggle priorities
• Good problem-solving skills
• Must maintain strictest confidentiality
• Demonstrated ability to manage multiple tasks and track and meet deadlines
• Demonstrated proficiency in Microsoft Word, PowerPoint, Excel, Outlook
• Flexibility to work beyond normal working hours, as needed

Education and Experience (minimum qualifications)

• Bachelor's degree and/or equivalent work experience
• 7 -- 10 years' experience in a similar role, managing executives