Sr Executive Assistant to the CEO

Steele Recruiting LLC, Executive Administrative Assistant Retained Search firm located in Minneapolis, Minnesota, specializing in Executive Administrative Assistant permanent placements for C-Suite and Senior Leadership Executives across the United States. With nearly 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 Washburn Center for Children, for a Senior Executive Administrative Assistant to the CEO, located in their beautiful corporate offices located in the quaint Glenwood neighborhood, just west of downtown Minneapolis, Minnesota.

Washburn Center for Children is a leading Minnesota children’s mental health center, caring for a wide variety of children’s needs associated with anxiety, depression, learning difficulties, and trauma.

Washburn Center for Children started in 1883 as an orphanage, after the co-founder of a milling company's mill exploded leaving several children orphaned. After the orphanage closed the Washburn Foster Home Placement Agency provided services for children going into foster care. The 140-year-old nonprofit now offers critical mental health intervention to help children and their families realize hope.

This 35 million dollar organization serves nearly 4,000 children ages 0-18 and approximately 12,000 family members each year. Washburn Center’s three office locations – Brooklyn Park, Edina, and Minneapolis – serve the entire Twin Cities metro area.

The nonprofit also offers in-home services across the metro area, and school-based care in the Burnsville-Eagan-Savage, Eden Prairie, Bloomington, and Minneapolis school districts.

What Makes this Role Unique?

You will work in a non-profit dedicated to helping children live their best lives through your work to support the mission as a best in class Executive Assistant. You will work next to a CEO who has dedicated his career to helping others through non profit work, and a level of excellence to help everyone in need.

Your opinion matters, and you will be a thought partnerto the CEO, making suggestions, setting priorities, and making decisions, and managing details for projects. The office setting is located conveniently outside of downtown Minneapolis, within a beautiful setting of vast lighting and an open window concept, in a state of the art building.

The Role

TheSenior Executive Assistant to the CEOis a highly visibleadministrative strategic partner who supports and represents the CEO. The Senior Executive Assistant must have good judgment and significant initiative to manage a broad spectrum of activities and situations while providing project management, administrative, and organizational support.

You will provide proactive administrative support for the CEO, Leadership Team, Board of Trustees, and interface and communicate with external constituents including Donors on a regular basis.

The executive-level administrative duties to be performed in a confidential nature, with minimum supervision in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient with a high level of professionalism. Strong decision-making ability and attention to detail are equally important.

This position calls for excellent interpersonal skills, project management experience, and the ability to work well with all levels of internal management and staff, as well as external clients, volunteers, clients, donors, and partners. Maintains a constant awareness of the principals’ priorities and is flexible to adapt to changes in these priorities.

The Executive Assistant to the CEO will play a critical role in planning, preparing, tracking, and following up on board-related activities to ensure smooth execution of board and committee goals and objectives.

Primary Responsibilities for the CEO

• Manage daily administrative needs and workflow of the CEO including scheduling appointments, coordinating travel, maintaining calendars, department and group meetings, expense reports, files, etc.

• Maintain, update, and create meeting and committee agendas, materials, minutes, correspondence and follow-up actions, administrative documents, project plans, and travel arrangements for the CEO and Leadership Team

• Proactively and professionally screen the CEO’s email. Use initiative and independent judgment to respond to requests, provide information, and resolve issues

• Proactively ensure principals are prepared with necessary materials for meetings.

• Prepare quality presentations, highly confidential reports, correspondence, etc. as needed

• Demonstrate good judgment and professionalism while exhibiting flexibility and versatility to provide support

• Edit and proof reports, checking for consistency and accuracy

• Meeting set-up and tear-down for internal and external meetings

• Attend all Leadership Team meetings: coordinate and prepare agendas and materials, take meeting minutes, draft documents, and organize and track follow-up tasks

• Plan and coordinate detailed travel arrangements for supported teams as needed

• Develop and maintain knowledge of agency software and computer systems

• Maintain effective communication with the development team to support the CEO’s role in fundraising

• Coordinate scheduling for Leadership Team meetings and general tasks for the Leadership team

• Provide other support as needed to ensure the accomplishment of agency objectives

• Maintain strict confidentiality and boundaries

Primary Responsibilities for Board of Trustees/Governance Support

• Work directly with CAO, CDO, and DEI Director to provide timely planning and support for board committee meetings including agenda topics, material distribution, meeting logistics, day-of logistics, and meeting minutes

• Interface with the Leadership Team and Board of Trustees (23 trustees) to ensure Board-related activities are handled professionally, effectively, and timely.

• Work directly with the CEO to provide timely planning and support to the Board of Trustees, Executive Committee, Strategy Committee, Governance Committee, and Emeritus Board meetings including coordination of new Trustee onboarding, coordination of Trustee participation in clinical case consults, all agenda topics, material distribution, meeting logistics, day-of logistics, and meeting minutes as well as Annual Meeting planning and yearly Board turnover tasks

• Create and update project plans for:

• Annual board and committee priorities, work plans, agendas

• Board dashboard and leadership team strategic operating plan

• Attend all board and board committee meetings: coordinate and prepare agendas and materials, take meeting minutes, draft documents, and organize and track follow-up tasks

• Provide support to the Board of Trustees and the Board Emeritus, including keeping minutes, scheduling meetings, tracking and coordinating follow-up actions, arranging space, and maintaining complete files and records of all board materials and policies

Special Projects

• Maintain administrative files for special projects and committees, such as completing Charities Review Council accreditation in partnership with the Development staff

• Provide support as needed to ensure the accomplishment of projects as assigned

• Participation in equity, diversity, and inclusion initiatives and events

• Assist Development staff with special projects as requested

• Provide administrative support to Equity, Diversity, and Inclusion initiatives and programming as requested

Competencies

• Culturally responsive

• Exceptional grammar, writing, and communication skills. Ability to proof, edit, and compose documents

• Exceptional flexibility and proven ability to reprioritize work and schedules as needed

• Exceptional interpersonal skills and proven ability to effectively communicate and interface with executives, including the senior staff, Board of Directors, and others both internally and externally.

• Excellent organizational skills with strong attention to detail.

• Exceptional time management, prioritization, and project management skills. Capable of handling a variety of projects simultaneously (mostly self-directed) in a timely manner to meet deadlines

• Exhibits confidentiality in handling information that may impact the entire organization

• Ability to utilize discretionary decision-making

• Strong problem-solving and follow-up skills; must be proactive and take initiative

• Demonstrated intercultural competence

• Must work effectively in a team environment and possess a strong commitment to the team and the client

• Must possess high integrity, self-confidence, and organizational savvy

Education/Experience

Required

• Bachelor’s Degree or equivalent work experience

• At least 5 years of administrative experience supporting aCEO/President/ Executive Director or equivalent role

• Experience with event planning including Board of Trustees meetings and activities

• Experience coordinating travel, scheduling meetings, maintaining calendars and expense reporting

• Proven ability to manage and prioritize calendars and emails through Outlook

• Advanced computer skills in Microsoft Office (Word, PowerPoint, Excel, Outlook, etc.); database experience required, Adobe Acrobat Pro

• Capacity to work varied hours to accommodate early morning, late afternoon, and occasional evening meetings and special projects

• Access to reliable transportation

Desired (not imperative)

• Prior experience in a non-profit human services environment

• Fluent in more than one language

Compensation and Benefits

• Competitive Executive Assistant to the CEO salary

• Dental, Vision, health and life insurance

• Long term disability

• Retirement plan with 4% match

• Flexible Spending benefit plan

• Pet Insurance

• Generous vacation, sick leave, 10.5 paid holidays

• Free onsite parking, including alternating underground parking

• Hybrid/Flexible work schedule to the needs of the position and organization

• Opportunity to work in an organization that makes a difference in the lives of children in the community

Washburn Center for Children is an EOE/AA/People with Disabilities employer and is committed to complying with all laws prohibiting discrimination in employment and is proud to provide equal employment opportunities to applicants and employees without discrimination on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by local, state, and federal law.